Medical Secretary - Head and Neck
The closing date is 22 April 2026
Job Responsibilities
* To provide a comprehensive service to consultants and speciality teams including nursepractitioners/clinicians.
* Keep diary up to date, arrange appointments, and arrange travel and accommodation.
* Operate an effective bring forward system and filing system.
* To manage and maintain 18 week pathways including tertiary referrals to external trusts,and ensure these are accurately recorded on PAS system. Keep track of referrals toensure patient is reviewed promptly. Check that follow up appointments are arranged inconjunction with Referral to Treat (RTT) patient pathway.
* Mentor, train and supervise relevant staff as required. Deal with annual leave requests andsickness absence return to work interviews.
* Support consultants in non clinical activities role by preparing presentation documentsusing relevant packages and arranging meetings, set agenda, circulate agenda/supportingpapers as appropriate, and take minutes at meetings.
* Ensure appropriate personnel are informed of consultant annual leave/study leave. Keepconsultants informed of junior doctor leave, as it could have an effect on the service.
* Organise and maintain consultants admissions. Cancel and add patients to the waiting list,as appropriate, ensuring lists are updated, and patients contacted. Liaise with waiting listoffice, anaesthetic department and ward. Complete and amend theatre lists appropriately.
* Type dictation from audio transcription of clinical correspondence and documentation.Type discharge summaries as appropriate. Maintain an effective track on inpatient referralsto ensure patient is reviewed promptly.
* Check against clinical letters to ensure appropriate follow up arrangements/investigationsare in place. Rectify if not.
* Allocate and check the work of other staff
* Ensure sickness absence and annual leave of clinical staff is reported.
* Assist with the investigation and compilation of responses to complaints/incidents, helpingto ensure this is done with the optimum deadlines set by the Trust.
* Work from initiative using own judgement, acquired knowledge and tact to deal with queriesand resolve situations or refer to appropriate person.
* Carry out appraisals as appropriate
* Organise and order stationery as appropriate.
* Ensure all junior staff mandatory training is up to date and report accordingly.
* Deal with enquiries either on the telephone or face to face from patients, consultants, juniordoctors and colleagues in an appropriate manner.
* Ensure all correspondence relating to patient care is acted upon in a timely manner.
* Accurate check of patient demographics using the Patient Administration System (PAS),including registration screen, checking patients details are correct, and tracking of casenotes.
* Assist with audit/research data collection as required.
* Obtain information as requested by line manager
* Be able to work as part of a team, promote effective flows in the department to cover leaveto ensure office runs smoothly.
* Train new and junior members of the team within own work area as required by linemanager.
* Attend appropriate training and education sessions at the request of manager.
* General office duties, including incoming and outgoing mail, e-mail, fax, photocopying.Participate in housekeeping of office environment.
* Work with managers to review working practices, ways of working and find solutions toproblems.
* Implement policies and procedures for own area.
* Record and input data onto databases and systems as appropriate
* To work in a flexible manner in accordance with Trust Policy, and to check flexi time sheetsfor medical secretaries.
Qualifications
* Educated to GCSE/O Level standard/equivalent or higher
* RSA/OCR Typing/Word processing Level 3 or equivalent
* Knowledge of medical terminology
* Secretarial Qualification or equivalent experience
* ECDL or equivalent
* Shorthand
Experience
* Excellent I.T. skills with knowledge and experience of all Microsoft office packages
* Demonstrable experience working in an NHS office environment as a medical secretarial
Skills
* Ability to communicate professionally at all levels in a helpful courteous manner. First Class Communication Skills
* Excellent Word Processing and Keyboard Skills
* Ability to organise workload effectively and prioritise to meet deadlines
* Ability to work individually or as part of a team
* Experience or supervising and motivating a team
* Time Management Skills
* Excellent interpersonal and influencing skills
* Knowledge of internal PAS system
Qualities/Attributes
* Capability to adapt to most situations
* Eager to learn
* Ability to maintain control of stressful/sensitive situations
Other requirements
* Comply with Trust policies and procedures
* Ability to show understanding and appreciation of the need to maintain confidentiality in all matters - Data Protection Act
* Ability and willingness to undergo further training in accordance with the needs of the post
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.
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