Job overview
Post holders will be appointed at band 3. As laid out in the Trusts development framework for medical secretaries provides a clear progression to allow post holders to progress from band 3 to band 4 within the post subject to formal evaluation in role (this would take 18 months to progress from band 3 to band 4.
We are looking for a medical secretary to join the clinical administration and clerical teams at The James Cook University Hospital. The post is available within the Rheumatology Department.
This offers excellent opportunities for enthusiastic and conscientious people to provide a comprehensive medical secretarial service to consultants, registrar medical and specialist nursing staff in an efficient and timely manner, assisting in the organisation of their workload and contributing to the overall success of the service.
This vacancy will close when we receive sufficient completed applications.
Main duties of the job
Preferably, you will have previous medical secretarial but as a minimum administrative experience, preferably in a health care setting. It is essential that you have strong IT skills, a good level of general education, an extensive knowledge of Office and Outlook (including Word, Excel, PowerPoint, email and internet) along with advanced typing/word processing qualifications/skills.
You will have excellent communication, interpersonal and organisational skills. Its important that you are flexible, able to act on your own initiative and work both independently and as part of a team. You must be able to work under pressure to tight deadlines and prioritise workloads as well as being positive and enthusiastic.
Working for our organisation
We support the Making Every Contact Count approach to behaviour change in the promotion of health and wellbeing of individuals and communities.
South Tees Hospitals NHS Foundation Trust offers leadership and improvement training to all new staff. This training programme has been designed to support our staff in developing their understanding of leadership and management skills. You will be expected to attend the following training sessions:
Your Leadership Impact
Service Improvement for Beginners
After you complete these one and a half days of training, you will be able to explore further leadership and improvement training opportunities. We also offer a range of additional in-house courses and bitesize programmes through our Leadership and Improvement Team.
Detailed job description and main responsibilities
Please see the full job description and person specification document(s) for main responsibilities of the role.
Person specification
Knowledge and Skills Band 3
Essential criteria
1. Understanding of secretarial/clerical processes
2. Awareness of General Data Protection Regulations and patient confidentiality
Desirable criteria
3. Knowledge of medical terminology
4. Understanding of a range of work procedures associated with outpatient clinic arrangements, secretarial office procedures and case note procedures
5. Working knowledge of the functionality of Patient Administration Systems
Qualifications & Training Band 3
Essential criteria
6. GCSE in Maths and English or Functional Skills (level 2) or equivalent level of demonstrable experience (using the knowledge and skills criteria above)
7. NVQ3 level Secretarial or Business Administrative qualification, or equivalent level of demonstrable experience (using the knowledge and skills criteria above)
Desirable criteria
8. Medical Terminology qualification or equivalent level of working experience with medical terminology
9. Audio-typing qualification or equivalent level of working experience with medical terminology
10. Customer Care qualification level 2
Qualifications Band 4
Essential criteria
11. GCSE in Maths and English or Functional Skills (level 2) or equivalent level of demonstrable experience
12. NVQ3 level Secretarial or Business Administrative qualification or equivalent level of demonstrable experience PLUS Medical Terminology Qualification Level 2 or equivalent level or short courses or equivalent demonstrable working experience in accordance with the Trusts Medical Secretarial Development Framework
13. Customer care qualification, Level 2 or short courses or equivalent demonstrable working experience in accordance with the Trusts Medical Secretarial Development Framework
Experience Band 3
Essential criteria
14. Working knowledge of Office and Outlook, including word, excel and powerpoint, e-mail and internet
15. Secretarial and administrative experience
Experience Band 4
Essential criteria
16. Extensive use of Office and Outlook, including word, excel and powerpoint, e-mail and internet
17. Substantial secretarial and administrative experience
Knowledge and Skills (Both)
Essential criteria
18. Efficient and accurate word processing skills
19. Excellent planning, prioritisation and organisational skills
Desirable criteria
20. Trust experience; knowledge of STHFT policies and procedures
Knowledge and Skills Band 4
Essential criteria
21. Substantial working knowledge of secretarial/clerical processes
22. Substantial Working Knowledge of Functionality of Patient Administration System
23. Understanding of a range of work procedures associated with outpatient clinic arrangements, secretarial office procedures and case note procedures
24. Knowledge of General Data Protection Regulations and patient confidentiality
Disclosure and Barring Checks (DBS)
It is now the policy of South Tees Hospitals NHS Foundation Trust that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost of their DBS. The method of payment for this is via salary deduction from your first month's pay.
Equality, Diversity and Inclusion
South Tees Hospitals NHS Foundation Trust is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. We welcome applications from the Black and Minority Ethnic (BAME) Network; LGBT+ Network; Disability and Long-Term Health Conditions Network, Faith Network, Childless not by Choice Network and the Menopause Support Group.
As an inclusive employer, we are here to support you.
If you have any special requirements to help you with your application, email our team at
Right to Work in the UK
The Trust welcomes applications from all candidates who meet the criteria for the role. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Work in the UK - (.
Please provide full and accurate details of your current immigration status on the application form. Your current immigration status will not be considered as part of the shortlisting or interview process.
Please note that not everyone needs a Skilled Worker visa. If you are applying for a vacancy in health or adult social care, you may be eligible to apply for the Health and Care Worker visa instead.
We are able to offer sponsorship for a Health and Care Worker or Skilled Worker visa, subject to candidate and position eligibility. Please review the job eligibility guidance for skilled workers here: Skilled Worker visa: Your job - ( and for the Health and Care Worker visa here: Skilled Worker visa: eligible healthcare and education jobs - (
Please note: if the job you are applying for does not meet the eligibility criteria above, we will be unable to offer you sponsorship and you will need to explore whether you may be eligible to apply for an alternative immigration route which will secure your right to work in the UK before you apply. If you are in the UK already on a visa, please ensure you have no restrictions that would prevent you from taking this post.
The Trust encourages and supports all applicants to be fully vaccinated against both COVID19 and influenza.
Please be aware, there are occasions where some vacancies may close prior to the closing date advertised. This will only happen where sufficient applications are received AND will be made evident on the job advert.
Please note if you are successfully shortlisted, we will contact you via the email address that you have applied from so please ensure you check your emails regularly.
Existing employees of South Tees NHS Foundation Trust currently on the Redeployment Register, who meet the essential criteria for this post, will be shortlisted and interviewed prior to all other applicants.