Job Summary
This is an exciting opportunity to join our existing Respiratory Administration & Clerical Team with Torbay and South Devon NHS Foundation Trust. We are looking to recruit an enthusiastic, self‑motivated Secretarial Assistant to provide administrative and secretarial support to the team.
The ideal candidate will have GCSE in Maths and English (Grade A to C); desirably will have RSA/OCR II typing skills or equivalent with the ability to type a minimum of 40 wpm, including audio typing. You will need to be a team player with customer care experience, knowledge of Microsoft applications, experience of working with patient records and using a hospital database such as PAS and Infoflex (training will be provided). Good computer skills are essential for this role.
Responsibilities
* Act with professionalism and integrity, being a role model and ensuring everyone has an equal opportunity.
* Provide a service tailored to meet the needs of individuals and be adaptable and responsive.
* Deliver high‑quality customer service complying with relevant legislation and NHS Employment check standards.
* Support a 'no‑blame' culture where people feel able to share and learn from experiences together.
* Work as part of a team demonstrating effective communication and collaboration with colleagues inside and outside the department.
* Acknowledge the need to continually deliver greater value to customers.
* Help develop and foster a learning environment where feedback is welcomed and valued.
* Communicate effectively in writing and verbally with internal and external stakeholders (see below).
* Track patient notes accurately and timely.
* Prioritise work in a busy environment.
* Type clinical and non‑clinical correspondence and reports within local targets.
* Carry out a variety of office duties such as monitoring emails, filing, distributing post, photocopying, supporting reception, booking appointments, data input, moving and lifting patient notes.
* Accurately deal with e‑referrals and email relevant consultants and take action daily.
* Comply with the Trust's Patient Access Policy and Standard Operating Procedures.
* File all results/reports/correspondence accurately in case notes as required, following Health Records standards.
* Answer telephone enquiries efficiently and follow through using initiative.
* Notify the designated person to maintain adequate stationery supplies.
* Provide cover for other secretarial and administration team members, and other Long Term Conditions administration teams as required.
* Use relevant IT systems to register patients, transfer medical records, input clinical letters and care summaries.
* Enter Referral to Treatment (RTT) pathway events accurately.
* Ensure all clinical and non‑clinical correspondence is typed within local targets using the Infoflex system (audio and copy typing).
* Ensure appropriate follow‑up is actioned (outpatient appointments, investigations, etc.).
* Identify areas for service improvement and support implementation.
* Enter, monitor and update all aspects of RTT pathway events accurately and ensure Inter‑Provider Transfers (IPT) are completed and updated.
* Escalate anomalies or concerns to the Admin Team Leader.
Communication With
Internal
* Consultants
* Nursing staff
* Medical personnel
* Admin and clerical staff
* Ancillary staff
* Management
* Across the trust
External
* Patients and carers
* Members of the general public
* Private practices
* Other hospitals both in and out of the district
* Locum medical agencies
Qualifications & Experience
* GCSE English & Maths grade C or above
* Typing ability to a minimum of RSA II (or equivalent)
* Knowledge of medical terminology (Desirable)
* Experience of audio transcription (Desirable)
* Knowledge of PAS/Infoflex systems (Desirable)
* Previous experience of working in a hospital/medical environment (Desirable)
* Ability to work to deadlines
* Ability to use initiative and prioritise workload
* Ability to work as part of a team
* Excellent organisational skills
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 to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
Job Details
* Date posted: 19 December 2025
* Pay scheme: Agenda for change
* Band: Band 2
* Salary: £24,465 per annum
* Contract: Fixed term (12 months)
* Working pattern: Part‑time
* Location: Respiratory, Heart and Lung, Level 2, Torbay Hospital, Torquay, TQ2 7AA
* Reference number: 388‑7489255‑MUEC‑A
Employer Details
* Torbay and South Devon NHS Foundation Trust
* Respiratory, Heart and Lung
Level 2, Torbay Hospital
Torquay
TQ2 7AA
* Website: https://www.torbayandsouthdevon.nhs.uk
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