Assistant Medical Secretary – Secondment Cover

Job overview

The purpose of this role is to provide comprehensive secretarial and administrative support to Clinical teams, working independently to manage and prioritise workload in line with operational standards. The post holder will ensure the smooth running of the department by maintaining accurate patient records, coordinating appointments, managing correspondence using digital/AI dictation systems, and managing general administrative tasks. The role supports the patient experience through timely communication with patients and clinical staff, and assists Medical Secretaries with the administrative management of patient pathways. Flexibility to work across the Directorate as service needs require is essential.

Main duties of the job

• Provide secretarial and administrative support to Consultants, Nursing staff, and other clinical colleagues.
• Handle telephone calls and queries courteously and professionally, ensuring effective communication across the multidisciplinary team.
• Ensure all duties comply with confidentiality, data protection, Trust policies, and safe systems of work.
• Undertake any additional duties as required by the Admin Lead, Deputy General Manager, Medical Secretaries, or clinical staff, appropriate to the role.
• Book outpatient new and follow-up appointments according to departmental procedures, ensuring efficient use of clinic slots and consideration of patient needs.
• Support the validation and management of outpatient waiting lists, ensuring accuracy and timeliness in line with Trust standards.
• Carry out departmental validation tasks, including updating outcomes and amending database information.
• Support departmental data quality initiatives, including validation of waiting lists and EPR information.
• Cover for Medical Secretaries during leave or absence, including validation and updating of patient tracking lists.
• Maintain good working relationships across the Directorate to improve service effectiveness and efficiency.
• Maintain a comprehensive knowledge of medical terminology and conditions treated within the department.

Detailed job description and main responsibilities

For more information about the role and responsibilities please see the attached job description.

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.