# Childrens Medical Secretary > NHS job listing from Job Clerk for Norfolk Community Health and Care NHS Trust. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/childrens-medical-secretary/9f55d163-7c19-4535-834f-c92ba9683a49 - **Markdown:** https://www.jobclerk.com/job/childrens-medical-secretary/9f55d163-7c19-4535-834f-c92ba9683a49.md ## Summary - **Status:** Live - **Employer:** Norfolk Community Health and Care NHS Trust - **Town:** Norwich - **Region:** East of England - **Country:** England - **Profession:** Administrative and IT - **Grade:** Band 3 - **Salary:** £25,760 - £27,476 per annum pro rata - **Contract type:** Permanent - **Employment type:** Part time - 30 hours per week (Monday to Friday, excluding Bank Holidays) - **Closing date:** 2026-07-12T23:59:00.000Z - **Posted:** 2026-07-03T08:13:13.247Z - **Source information URL:** https://www.healthjobsuk.com/job/UK/Norfolk/Norwich/East_England_Community_Health_Care_NHS_Trust/Medical_Secretary/Medical_Secretary-v8113958 - **Application URL:** https://apps.trac.jobs/job-advert/8113958?ShowJobAdvert=&feedid=9002 - **Employer website:** https://www.norfolkcommunityhealthandcare.nhs.uk ## Job Content ### Job overview We are seeking an organised and motivated Medical Secretary to join the Community Paediatric Medical Secretary team, within Children’s Services. This role provides vital administrative support to the Community Paediatric and the ADHD Nursing teams, helping to ensure services run smoothly and patients and families receive the best possible care. This will include using specific knowledge of medical terminology to type and format letters from dictations. Strong communication, IT and organisational skills are essential, along with the ability to work independently and as part of a supportive team. This is a permanent role (30 hours per week), based at Norwich Community Hospital. ### Main duties of the job Applicants must possess excellent communication and administration skills, with strong knowledge of all Microsoft Applications. Candidates must be able to work as part of a team and independently as well as being able to use their initiative and work to deadlines with attention to detail and accuracy. The postholder will need to have previous medical secretary experience, including experience of undertaking a range of administrative duties as well as having excellent customer care skills. Applicants will need to be able to evidence a solid background working in a busy office environment, preferably with experience of working in the NHS. Knowledge of SystmOne would be an advantage, but training can be provided for the successful candidate. The postholder will be required to work flexibly and proactively, have good numerical skills and be able to multi-task, demonstrating self-management and prioritisation of their workload. ### Detailed job description and main responsibilities - Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents. - Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner - Researching appropriate websites, downloading and circulating documents, as requested. - To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them. - Using a range of software programmes including SystmOne and Olympus Transcription Software to produce, maintain and distribute documents, including ad hoc and routine reports, which may include medical terminology and deal with matters of a complex and/or distressing nature. - To independently manage, undertake and prioritise a variety of administrative and clerical duties and undertake other general office duties which follow standard processes with the occasional need to deviate. These include: - To support Consultant Paediatricians, Paediatric Registrars and the ADHD Nursing Team with updating ledgers.  This will include adding meetings, ad hoc appointments, and any other type of activities outside of their set clinic pattern. - To handle telephone calls into the service from members of the public and health professionals confidently and appropriately, regularly providing and receiving complex and sensitive information, taking accurate messages and ensuring these are passed on to the relevant person in a timely manner. - To receive and process safeguarding referrals via the safeguarding phone, which are often urgent and/or challenging, liaising with health professionals to correctly process the referral, and organising the appointment, if required, following the telephone call. This will include communicating with the on-call doctor and making a room booking. - To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times. To exercise tact and diplomacy when communicating information to patients which may be distressing to the receiver or where there may be barriers to understanding. For the full list of duties, please refer to the job description. ## Job Details We are seeking an organised and motivated Medical Secretary to join the Community Paediatric Medical Secretary team, within Children’s Services. This role provides vital administrative support to the Community Paediatric and the ADHD Nursing teams, helping to ensure services run smoothly and patients and families receive the best possible care. This will include using specific knowledge of medical terminology to type and format letters from dictations. Strong communication, IT and organisational skills are essential, along with the ability to work independently and as part of a supportive team. This is a permanent role (30 hours per week), based at Norwich Community Hospital. ## Job Description Applicants must possess excellent communication and administration skills, with strong knowledge of all Microsoft Applications. Candidates must be able to work as part of a team and independently as well as being able to use their initiative and work to deadlines with attention to detail and accuracy. The postholder will need to have previous medical secretary experience, including experience of undertaking a range of administrative duties as well as having excellent customer care skills. Applicants will need to be able to evidence a solid background working in a busy office environment, preferably with experience of working in the NHS. Knowledge of SystmOne would be an advantage, but training can be provided for the successful candidate. The postholder will be required to work flexibly and proactively, have good numerical skills and be able to multi-task, demonstrating self-management and prioritisation of their workload. ## Responsibilities Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents. Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner Researching appropriate websites, downloading and circulating documents, as requested. To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them. Using a range of software programmes including SystmOne and Olympus Transcription Software to produce, maintain and distribute documents, including ad hoc and routine reports, which may include medical terminology and deal with matters of a complex and/or distressing nature. To independently manage, undertake and prioritise a variety of administrative and clerical duties and undertake other general office duties which follow standard processes with the occasional need to deviate. These include: To support Consultant Paediatricians, Paediatric Registrars and the ADHD Nursing Team with updating ledgers. This will include adding meetings, ad hoc appointments, and any other type of activities outside of their set clinic pattern. To handle telephone calls into the service from members of the public and health professionals confidently and appropriately, regularly providing and receiving complex and sensitive information, taking accurate messages and ensuring these are passed on to the relevant person in a timely manner. To receive and process safeguarding referrals via the safeguarding phone, which are often urgent and/or challenging, liaising with health professionals to correctly process the referral, and organising the appointment, if required, following the telephone call. This will include communicating with the on-call doctor and making a room booking. To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times. To exercise tact and diplomacy when communicating information to patients which may be distressing to the receiver or where there may be barriers to understanding. For the full list of duties, please refer to the job description. ## Person Specification ### Other **Essential** - Flexible attitude and approach to work to meet the needs of the service ### Experience **Essential** - Proven experience or working as part of a team - Proven experience of working within an office environment - Knowledge and understanding of computerised patient’s administration systems e.g., SystmOne - NHS medical terminology **Desirable** - Proven administration experience in a Medical Secretarial environment - Knowledge and understanding of Olympus Transcription Software ### Qualifications **Essential** - GCSEs grade C / 4 or above in English and Maths, or equivalent - RSA II or equivalent typing qualification - NVQ 3 Business Administration or equivalent experience ### Skills, Abilities and Knowledge **Essential** - Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook - Audio typing - Good organisational skills - Able to communicate effectively in written and verbal English language - Proven ability to work on own initiative without direct supervision, prioritising and managing own workload - Advanced keyboard skills **Desirable** - Enhanced IT Skills ### Personal Attributes / Behaviours (linked to the Trust's Behaviour Framework) **Essential** - Enthusiastic and motivated - Committed to providing the best possible service to patients - Team player ## Documents - [dbs guidance (pdf, 131.5kb)](https://www.healthjobsuk.com/documents?edoc=2219) - [nchc behaviours (pdf, 4.2mb)](https://www.healthjobsuk.com/documents?edoc=2218) - [privacy notice (pdf, 30.4kb)](https://www.healthjobsuk.com/documents?edoc=2215) - [application guidelines (pdf, 1.2mb)](https://www.healthjobsuk.com/documents?edoc=2216) - [band 3 childrens medical secretary job description (pdf, 888.3kb)](https://www.healthjobsuk.com/documents?vdoc=10410810) ## Agent Notes - This Markdown page is generated from the same Job Clerk job record as the HTML job detail page. - Use the canonical HTML URL for user-facing references. - Use the application URL when the user wants to apply on the source NHS site.