Senior Medical Secretary
The closing date is 20 May 2026
The Pathology Service is looking to recruit an experienced lead secretary who can provide secretarial assistance to the Pathology Senior management team as well as day to day management of the Pathology admin team. The lead secretary will be responsible for day to day management of the clerks, providing support and acting with compassionate and inclusive leadership in order to shape the creation of a collective leadership culture within the team.
The secretary will provide support to the management team, taking minutes at a range of meetings as well as being responsible for updating Health Roster, ESR, and providing all aspects of admin support.
You will also be responsible for managing diaries, producing documents for staff such as HR letters and minute‑taking meetings, and ensuring staff are aware of outstanding mandatory training and that they adhere to completion as part of the Trust policy.
The role will require liaising with Human Resources advisor to arrange meetings when required and provide admin support to ensure all relevant letters are typed up and shared with managers prior to sending out. You will also be required to arrange travel/accommodation on occasion for managers and other designated staff members as required.
Please note we reserve the right to close this vacancy prior to the closing date once the required number of suitable applications have been received.
Main duties of the job
To provide comprehensive administrative support to the Pathology senior management team, reporting directly to the Business Unit Admin manager. This post as lead will have day to day line management responsibilities of the Pathology admin team and admin apprentices within the service. This will include managing Health Roster, ESR, updating risk assessments, attendance at meetings, and management of minutes, preparing HR meeting invitations and outcome letters.
To facilitate good communication with other wards and departments involved in departmental functioning and acting as the first point of contact. To ensure clear channels of communication are maintained within the multi‑disciplinary team and that the managers and admin teams are kept well informed.
About us
We manage three major locality hospitals at North Tyneside, Wansbeck and Hexham, plus a number of smaller community hospitals and clinics from Tynemouth to Berwick on Tweed, covering one of the largest geographical areas of any NHS trust in the country. Leading in innovation and quality – opening a state‑of‑the‑art Northumbria Specialist Emergency Care Hospital, the first of its kind in England. If you want to work in one of the best performing NHS organisations in England, and in an organisation that supports its staff and focuses on staff experience as much as it does the experience of its patients, we want you on our team.
Job responsibilities
Provide comprehensive secretarial service to Senior Pathology management team, Consultants, leads, and their teams.
Manage diaries, arrange/minute meetings, communicate with GPs & patients and other services or organisations.
Advanced typing & transcription of clinical & non‑clinical documents (OCR 3 or equivalent qualification/experience) is essential.
Support management as part of all patient journeys including targets 18 week RTT, Cancer 2ww.
Responsible for day to day management of junior doctor rota, including planning new rotations, allocating annual/study leave, managing admin aspects of sickness episodes.
Manage induction/training of new staff.
Resource management including ordering of supplies & equipment.
Allocate work to admin team.
Person Specification
* RSA III or equivalent knowledge acquired through experience.
* GCSE English Language Grade C or above (or equivalent)
* ECDL
Experience and Knowledge
* Significant secretarial experience, preferably medical secretarial or legal secretary
* Knowledge of Telepat
* Medical Terminology
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Northumbria Healthcare NHS Foundation Trust
#J-18808-Ljbffr