Main duties of the job
To provide a comprehensive secretarial service to consultants, junior medical staff and medical secretaries, ensuring the highest level of confidentiality is maintained at all times.
The post holder will be required to demonstrate a significant level of initiative in organising their workload and in making decisions and taking action in accordance with departmental policy.
To provide high quality audio‑typing and word processing facilities with, medical terminology, as required by Medical Staff, ensuring that the work is completed in an efficient and timely manner.
To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to abnormal results.
To ensure all information and messages received from patients, colleagues and medical staff are communicated efficiently and correctly. This can be of a sensitive or complex nature.
To provide cross cover for the secretarial team during absences.
Respond positively and promptly to enquiries and problems received from patients, medical staff and other agencies, using initiative to take appropriate action in accordance with departmental policies and procedures.
Be committed to continual self‑development and training to meet the requirements and further development of the specialty.
Job responsibilities
The Ophthalmology PA / Medical Secretary plays a key role in supporting the safe, effective, and efficient delivery of the service. Patients are referred to the department via the Electronic Referral Service, internal systems such as eCare, and other recognised referral routes. The postholder is responsible for managing and processing referrals appropriately, ensuring these are directed to the relevant clinician for triage, review, or onward action, and escalating any concerns where delays may impact patient care.
The role includes regular monitoring of patient pathways through systems such as LUNA and other Trust patient administration systems, ensuring records are accurate, pathway actions are progressed, and appointments or outcomes are chased where required. Any issues that may result in delays to treatment or follow‑up must be identified promptly and escalated to the appropriate manager.
A significant part of the role is the management of clinical correspondence. This includes transcribing and producing high‑quality letters, reports, and other documentation from digital dictation or written instruction for the Ophthalmology medical team, ensuring that all correspondence is accurate, well presented, and completed within required timescales. The postholder is expected to identify actions arising from clinic letters or dictation, such as follow‑up appointments, investigations, referrals, treatment instructions, and medication changes, and ensure these are progressed appropriately.
The postholder is also responsible for receiving and dealing with routine correspondence, taking follow‑up action where required, and preparing responses or draft letters on behalf of the medical team. This includes ensuring timely communication with patients, GPs, optometrists, and other healthcare professionals, recognising that delays in ophthalmology communication can present significant clinical risk.
The role requires close coordination of test results, investigations, and clinical information. This includes obtaining and collating relevant radiology, pathology, imaging, and diagnostic reports, bringing abnormal or outstanding results to the attention of the medical team, and taking follow‑up action as directed. The postholder may also be required to liaise with other hospitals and providers to obtain results, organise onward referrals, or support access to specialist treatment and investigations.
The Ophthalmology PA / Medical Secretary acts as an important point of contact for patients, relatives, carers, GPs, optometrists, and other healthcare professionals. The postholder must deal with queries sensitively and professionally, responding directly where appropriate and in line with departmental protocols, and ensuring that urgent matters are escalated without delay. This includes handling distressed or upset callers with empathy and ensuring concerns are managed in accordance with Trust policies and standards.
The role also provides essential administrative support to consultants and the wider medical team through diary management, clinic coordination, and the organisation of day‑to‑day clinical activity. This includes maintaining consultant diaries, managing clinic amendments, supporting the arrangement of additional clinics where required, and helping to ensure efficient use of available capacity in line with waiting time and RTT requirements.
An understanding of waiting list and pathway management is essential. The postholder supports outpatient and, where relevant, procedure or theatre pathway coordination by ensuring patients are booked appropriately, urgent cases are highlighted, and administrative actions necessary to progress treatment are completed. This includes liaising with appointments teams, managers, clinicians, and other departments to minimise unnecessary delays and support pathway delivery.
The role also supports the smooth running of the department through management of clinical email accounts, organisation of meetings, preparation of agendas and papers, minute taking where required, and coordination of medical staff absences, including communicating clinic changes and cancellations. The postholder may also assist with induction and training of new administrative staff and contribute to the implementation of new systems and ways of working to improve service efficiency.
Overall, the Ophthalmology PA / Medical Secretary is a pivotal role within the department, ensuring that clinical administration, communication, and pathway coordination are managed effectively to support patient safety, service performance, and the efficient functioning of the medical team.
Person Specification
Education and qualifications
* oRSA II Typing, Word or Equivalent
* oGood Standard of General Education (including Maths and English)
Experience and knowledge
* oPrevious experience as P.A or Secretary
* oPrevious NHS or related environment
* oMedical Terminology
Skills and abilities
* oTouch Typing
* oMicrosoft Office
* oExcel
* oAccurate Key Board Skills
* oAble to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
* oKnowledge of the Hospital Administration System
* oUnderstanding of Databases
* oClear and precise communication skills
* oGood telephone manner
* oCalm under pressure
* oAble to meet deadlines
* oGood interpersonal skills
* oGood organisational skills
* oFriendly and helpful manner
* oCaring attitude2
* oAbility to work on own initiative or part of a team
* oFlexible approach
* oAble to demonstrate an understanding of issues relating to confidentiality
* oProven record of good timekeeping and attendance
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.
£28,392 to £31,157 a year Per annum, pro rata
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