Site: University Hospitals of Northamptonshire, Town Northamptonshire
Salary: £28,392 - £31,157 per annum
Salary period: Yearly
Closing: 27/05/2026 23:59
Job overview
We are looking to recruit a self‑motivated, enthusiastic and experienced Medical Secretary to support the Consultant Paediatricians.
This is a challenging role with a wide and diverse remit. It will include detailed minute‑taking, clinic co‑ordination, audio typing, diary management and dealing with enquiries via email and phone and liaising with GPs, other hospital departments and the wider MDT.
You must have excellent communication skills both written and verbal and be able to provide evidence of working in a busy environment utilising established secretarial and administrative skills.
Experience of Microsoft packages including Word, Excel, PowerPoint is essential.
Knowledge of audio typing and Hospital PAS and EPROC systems would also be beneficial, although training can be provided.
This post is for a fixed 6‑month term working 37.5 hours over 5 days Monday – Friday, however start/finish times can be mutually agreed.
Main duties of the job
* Provide a comprehensive clinical secretarial service to the Clinical Team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.
* Ensure all correspondence for the Clinical Teams, including clinical letters, discharge summaries, medico‑legal reports and results, minutes of committee meetings etc are typed and dispatched promptly. This may involve reading reports over the telephone. The majority of the correspondence will be audio typing.
* Provide the focal point of communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries.
* Deal with telephone and face‑to‑face enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
* On receipt of test/investigation results, alert the Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.
* Oversee the patient pathway and ensure that all necessary appointments, including outpatients, clinics, waiting lists etc. are arranged on time, that clinics are utilised to capacity, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards.
Detailed job description and main responsibilities
* Use the relevant Trust databases and patient administration systems and ensure that all data is correct and up to date.
* Coordinate Clinical Teams’ diaries to ensure effective time management.
* Record and prepare draft minutes of meetings, specifying decisions made and follow‑up action required for subsequent approval by the Clinical Team.
* Responsible for stationery stock control, including ordering to ensure adequate resources available for the team when required.
* Plan and organise a range of meetings and events, including venue, attendees and travel arrangements.
* Attend meetings, as required (except clinical performance meetings), to ensure effective communication with all service users.
* Demonstrate and supervise workplace activities to other members of the secretarial team as required to maintain a high standard of service to the Clinical Teams.
* Provide cross‑cover within the administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.
* Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
* Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.
Person specification
Education, Training & Qualification
* Educated to: Minimum 3 GCSE’s at Grade C or above including English
* RSA 3, Certificate in Medical Secretarial Studies or extensive secretarial experience
Knowledge & Experience
* Very good written and verbal communication skills
* Experience of prioritising own work & working to deadlines
* Experience working in the NHS
* Experience with Audio Typing and Digital Dictation
* Knowledge of Medical Terminology
* Experience of Hospital PAS system
* Previous experience as Medical Secretary
Skills
* Experience of working under pressure
* Extensive knowledge of Microsoft packages – Word, Excel, PowerPoint, Outlook
* Excellent diary management
* Able to communicate on all levels
Our Excellence Values
* Compassion
* Respect
* Integrity
* Courageous
* Accountable
Northampton General Hospital NHS Trust recognises that staff of differing backgrounds and life experiences enrich our workforce and bring different skills and knowledge. We therefore encourage and welcome applications for our vacancies from all candidates regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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