Medical Secretary - Acute and Emergency (INTERNAL)
The purpose of this role is to provide comprehensive secretarial and administrative support within the clinical department, ensuring the smooth operation of services and the delivery of an excellent patient experience. The post holder will support Consultants and their teams (including Registrars, Clinical Fellows, Clinical Nurse Specialists, Pharmacists, and Physiotherapists), while also supervising junior administrative staff. Key responsibilities include managing clinical correspondence using dictation/AI systems, patient pathway management, handling telephone queries, and supporting the efficient flow of information between patients, clinicians, and administrative teams. Flexibility to work across the Division is required in response to service needs.
Main duties of the job
* Provide comprehensive secretarial and administrative support to consultants, registrars, visiting consultants, and clinical nurse specialists.
* Manage incoming correspondence and generic departmental administration (post, calls, emails) ensuring timely action, appropriate circulation, and communication of consultant availability.
* Answer the departmental telephone calls in a courteous and professional manner within agreed standards.
* Organise meetings, agendas, venues, and minutes; coordinate with medical representatives for educational sessions.
* Arrange interpreters, escorts, hospital transport, and prescriptions as required and in a timely manner for patients who are attending for treatment or for outpatient collection.
* Order and receipt stationery in line with Trust financial frameworks.
* Provide administrative support to MDTs and consultant-led HR/educational processes.
* Ensure all administrative duties comply with confidentiality standards, Trust guidelines, and budgetary constraints.
Person Specification
* Good general education and GCSE in English and Mathematics or equivalent
* Secretarial Qualification or relevant experience
* RSA Stage 3 Typing/Word Processing or equivalent
Skills, knowledge and abilities
* Proficient in typing (audio)/word processing
* Ability to effectively communicate both orally and in writing with a wide range of people
* Good organisational skills
* IT knowledge and computer skills
* Ability to meet tight timelines and deadlines
* Medical Terminology
* Knowledge of Health Records
Experience
* Previous secretarial experience or equivalent
* Previous experience dealing with the public
* Diary Management
* Previous experience with using AI transcription IT systems
Personal attributes
* Ability to work on own initiative without close supervision
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.
Deputy General Manager - Acute and Emergency
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