Job overview
The Head & Neck Team are looking to welcome a motivated, organised, and efficient secretary into the department. You will be will be working closely with consultants and management to deliver surgical care for patient. We are a friendly team who are passionate about working collaboratively to deliver excellent patient care. While previous medical secretary experience is desirable, however not essential as upon joining the team, full training will be given. We actively support career progression, have a generous annual leave policy, and value our team members’ health and wellbeing by supporting flexible working where possible.
If you have any questions or would like to arrange pre-application visits to the Department you can contact Natasha, Unit Coordinator on 0300 422 6187 or by email on [email protected]
Main duties of the job
The post-holder will provide an efficient, confidential and professional secretarial service to the Head & Neck Team. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of the support team and will report to the Unit Coordinator.
Detailed job description and main responsibilities
Key Result Areas
Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:
Transcription
Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance.
Outcomes, Results and Clinics
- Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc, to ensure that RTT guidelines are achieved for patients.
Specialty Specific Support
- Providing a comprehensive secretarial support to the consultant surgeons whilst being the first point of call for patients, GPs, family members and other professional colleagues and organisations.
- Regularly informing the Secretary Supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc
Service Improvement
- Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.
-As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.
Team-working
- To work cohesively with the Secretary Supervisor to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
- To cover colleagues during absences/annual/sick leave as directed. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
- Undertaking routine office duties including electronic note tracking, photocopying and filing of correspondence and results and maintenance of records.
- Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.
- Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.
Person specification
Experience
Essential
- Previous experience of dealing with members of the public
- Experience of using own initiative, prioritising workload and utilising organisational skills
Desirable
- Previous experience working in a busy office
- Experience of data entry, maintaining databases and data validation of electronic records
- Working experience of TRAK/EPR/PACS/Infoflex
Qualifications
Essential
- GCSE English and Maths at Grade C or above, or equivalent
Desirable
- Typewriting / word processing RSA Level 3 or equivalent practical experience
- NVQ in Administration level 3 computer literate in Microsoft Office packages
Knowledge / Skills
Essential
- Good command and understanding of English, punctuation and grammar
- Effective, fast and accurate keyboard skills
- Good computer skills with working knowledge of Microsoft Office including Word, Excel, Outlook/Diary management
Desirable
- Knowledge of NHS systems
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Applying for this NHS job
This advert is for Medical Secretary, Band 3- Head & Neck with Gloucestershire Hospitals NHS Foundation Trust in Cheltenham, South West, England. It is listed as a Band 3 Administrative and IT role. The advertised salary is £25,760 - £27,476 (pa, pro rata if part-time). The contract type is Permanent. The application deadline is 07 Jul 2026.
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