Matron Secretary

Job overview

The Renal/Transplant Matrons Secretary provides a comprehensive, confidential, and efficient secretarial and administrative service to the Renal and Transplant Matrons, supporting the effective management, clinical governance, and day-to-day operation of the Directorate.

The role serves as the first point of contact for the Matrons, managing communications, coordinating diaries, organising meetings, maintaining records, and supporting recruitment and governance processes.

The post holder works closely with multidisciplinary teams to ensure high standards of administrative support that contribute to the delivery of safe, high-quality patient care.

Main duties of the job

• Act as the first point of contact for the Matrons, handling enquiries professionally and confidentially.
• Manage complex diaries, prioritise appointments, and coordinate meetings, venues, agendas, and minute taking.
• Produce high-quality correspondence, reports, presentations, and meeting documentation.
• Arrange Root Cause Analysis (RCA) and Mortality & Morbidity meetings in support of clinical governance.
• Coordinate travel, accommodation, training, and hospitality arrangements.
• Maintain filing systems, including staff personnel records and confidential documentation.
• Support recruitment by preparing vacancy documentation and liaising with Human Resources.
• Update NHS systems such as ESR and DATIX and maintain accurate administrative records.
• Organise charitable trust donations in line with Trust policies.
• Collect patient notes, scan documents to the Electronic Patient Record (EPR), contact patients regarding appointments, organise transplant antibody testing, and prepare patient information packs.
• Provide administrative cover for other Directorate secretaries during periods of absence.
• Ensure compliance with confidentiality, data protection, health and safety, and information governance policies

Detailed job description and main responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.

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.