Job overview
Do you enjoy a challenge and like working in a busy environment? We are looking for an Assistant Medical Secretary to work within our Gastroenterology Admin team.
This is a very busy department and the post holder must have the ability to work under pressure. Previous experience in Healthcare Admin is desirable but not essential.
The post holder will be expected to be highly motivated, organised and have excellent communication skills.
Main duties of the job
- Audio typing and reviewing patient letters and reports from digital dictation
- Forwarding letters/reports by either: - post, telephone or e-mail as required.
- Answering departmental phone calls in a courteous and professional manner.
- To liaise with patients and provide non clinical advice such as dates and times of clinic appointments.
- To be able to assess nature of enquiry and deal with appropriately, asking advice from the Band 4 Medical Secretaries if necessary.
- Open, prioritise and date stamp mail daily.
- To use own initiative and manage own work load under the guidance of the Band 4 Medical Secretary.
- Ensure all patient notes retained in the office or sent out of the office are traced on Patient Administration System (EPR Maxims).
- Liaise with Clinical Site Managers, Fred Bulmer Medical Day Case Unit, MacMillan Renton Unit and other medical wards regarding patients’ impending admissions for procedures.
- Ensure the patients record on maxims is complete, correspondence scanned onto Maxims and follow-up action is taken.
- Obtain urgent radiology reports off the computerized reporting system when required.
- Maintain an up-to-date knowledge of Departmental procedures.
- Obtain patients’ hospital notes from Health Records and other Departments.
- To understand the 18 week pathway for patients and undertake any relevant training required.
- To be able to undertake validation and 18 week tracking of patients with the guidance of the Band 4 Medical Secretary.
Detailed job description and main responsibilities
For more information about the role and responsibilities please see the attached job description and person specification.
To support internal mobility and retain organisational knowledge, this vacancy may be prioritised for colleagues awaiting redeployment matching.
Person specification
Experience
Essential
- Previous secretarial experience or equivalent
- Working under pressure
Desirable
- Previous NHS/healthcare experience
- Audio-typing
Education & Qualifications
Essential
- GCSE in English and Mathematics or equivalent
Desirable
- RSA stage 2/3 or equivalent Medical Typewriting/Word Processing skills
Skills, Knowledge & Abilities
Essential
- Ability to organise, prioritise and manage workload without supervision
- Ability to meet tight time schedules and deadlines
- Computer skills
Desirable
- Understanding of Health Records
- Medical terminology
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Applying for this NHS job
This advert is for Assistant Medical Secretary - Gastroenterology with Wye Valley NHS Trust in Hereford, Midlands, England. It is listed as a Band 3 Administrative and IT role. The advertised salary is £25,760 - £27,476 pa pro rata. The contract type is Permanent. The application deadline is 05 Aug 2026.
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