Clinical Secretary

Job overview

Closing Date: 19.10.2026

Shortlisting to take place after closing date: commencing 20.10.26

Interview expected to take place in the week following shortlisting: commencing 26.10.26

An exciting opportunity has arisen to join Breast Imaging Services.

Working closely with Consultants, clinical staff, specialist nurses and the wider multidisciplinary team, you will provide high-quality secretarial and administrative support, including audio typing, coordinating MDT meetings, managing patient pathways and maintaining accurate patient records.

An audio typing assessment will form part of the interview process.

Main duties of the job

The jobholder will be responsible for the provision of a comprehensive secretarial/ administrative service to a Medical Team within a Clinical Specialty.

Will also be responsible for coordinating the weekly MDT meetings, the provision of a wide range of secretarial and administrative duties related to patient pathway management. Including processing of referrals, ensuring appropriate action is taken: audio transcription and word processing of clinical letters, reports and other correspondence as required by the Medical Team.

Detailed job description and main responsibilities

Work effectively with the Office Management team, and external agencies including medical, nursing and other secretarial staff in facilitating patient pathways.

Responsible for the management of all patients within the specialty in accordance with the Trust’s Access Policy and other National/Local targets ie. NHS Breast Screening.

To effectively and efficiently administer and maintain accurate data within all relevant IT systems. The systems could include EPR and/or other local IT systems inc NBSS.

Manage and prioritise own workload using own initiative and ensuring deadlines are met. Working to agreed national/local timescales.

Provides a secretarial service, often of a highly sensitive nature which includes audio typing, use of e-mail, photocopying, dealing with mail.

The point of contact with responsibility for the dissemination of information, messages and enquiries for the Medical Team, liaising with multi-disciplinary team members, other health professionals and staff within and external to the Trust.

Point of contact for challenging/sensitive telephone enquiries from staff, service users, relatives, General Practitioners, Nursing staff, Consultants and external organisations and dealing with such enquiries in a constructive and sympathetic manner taking action as appropriate or referring to the appropriate person where necessary and re-routing these calls when required.

Responsible for chasing all investigation/test results and bringing abnormal/urgent results to the attention of the Medical Team / individual Consultant, taking action as appropriate

To attend and prepare data and files for multi-disciplinary meetings (MDM) on a weekly basis entering the appropriate results on the NBSS system and produce the results letters for each service user.

Responsible for rescheduling appointments, arranging follow up appointments and referrals and appropriate action being taken to ensure co-ordination and continuity of patient pathway.

Works in close liaison with other secretaries and the Medical Team within the Specialty to promote a team approach.

Establish and maintain effective filing and other administrative systems.

Participates in providing adequate cover as and when necessary in conjunction with other secretaries in the Team for sickness, training and annual leave.

Co-ordinate and facilitate any requests for data entry/collection required at service level.

Contribute to service improvements in conjunction with Line Manager and implement standard operating procedures.

Such duties at a comparable level of responsibility associated with the work of the post and which may vary from time to time.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.