# Medical Secretary, Band 3 > NHS job listing from Job Clerk for Gloucestershire Hospitals NHS Foundation Trust. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/medical-secretary-band-3/aa0beaba-73c4-47f6-8050-d812c5aa4172 - **Markdown:** https://www.jobclerk.com/job/medical-secretary-band-3/aa0beaba-73c4-47f6-8050-d812c5aa4172.md ## Summary - **Status:** Live - **Employer:** Gloucestershire Hospitals NHS Foundation Trust - **Town:** Cheltenham - **Region:** South West - **Country:** England - **Profession:** Administrative and IT - **Grade:** Band 3 - **Salary:** £25,760 - £27,476 (pa pro rata if part-time) - **Contract type:** Fixed term: 9 months (FTC (9 months)) - **Employment type:** Full time - 37.5 hours per week - **Closing date:** 2026-07-09T23:59:00.000Z - **Posted:** 2026-06-25T10:52:14.336Z - **Source information URL:** https://www.healthjobsuk.com/job/UK/Gloucestershire/Gloucester/Gloucestershire_Hospitals_NHS_Foundation_Trust/Rheumatology/Rheumatology-v8103091 - **Application URL:** https://apps.trac.jobs/job-advert/8103091?ShowJobAdvert=&feedid=9002 - **Employer website:** https://www.gloshospitals.nhs.uk ## Job Content ### Job overview To provide an efficient, confidential and professional medical secretarial service within the Rheumatology team based at Gloucester Royal Hospital and Cheltenham General Hospital. This role is to support one of our Rheumatology consultants whilst their secretary is on long-term sick leave for 9 months; this will also include supporting the registrar and clinical fellow staff under this consultant. 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 ability to work on your own initiative but also to be a good team player will also be a key attribute. The post-holder will report to the Secretary Supervisor. ### Main duties of the job Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include: Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts using digital dictation or via Dragon voice recognition Typing detailed medical reports when necessary Ensuring incoming post and results is sorted, any appropriate action taken and passed to the clinician on a daily basis Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate Deal with enquiries by letter/e-mail/telephone from patients, GP’s, other hospitals, police, solicitors (via legal department), other consultants and management Organisation of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor.  This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork. Carrying out regular review and administrative validation of the clinician’s return outpatient wait list. ### Detailed job description and main responsibilities Referrals, Booking and Clinic Prep - Managing clinics, i.e. cancelling annual leave and ensuring that any empty slots are utilised. - Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence - Liaising with clinic prep to ensure notes are requested/available for patient appointments - Liaising with the Booking Office, to maximise capacity - Ensuring that arrangements are made to achieve the Trust targets and are reflected on IT systems in a timely manner Outcomes and Results - Highlighting to the clinical team members any results, correspondence or patient queries that need response and action, booking investigations, transcription, etc. Admissions/Procedures - Organisation of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork. - Ensuring that arrangements are made to achieve the Trust targets and are reflected on IT systems in a timely manner. - Regularly informing the secretarial 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. - Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor. - Supporting consultant staff by assisting with the production/ transcription of medical notes - Proof reading or typing of correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts. - Take and transcribe minutes as appropriate - Supporting consultant staff with their additional responsibilities. - Liaising with external organisations for the benefit and progress of patient care, such as other hospitals, etc. - Provide direct support as directed ## Job Details To provide an efficient, confidential and professional medical secretarial service within the Rheumatology team based at Gloucester Royal Hospital and Cheltenham General Hospital. This role is to support one of our Rheumatology consultants whilst their secretary is on long-term sick leave for 9 months; this will also include supporting the registrar and clinical fellow staff under this consultant. 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 ability to work on your own initiative but also to be a good team player will also be a key attribute. The post-holder will report to the Secretary Supervisor. ## Job Description Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include: Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts using digital dictation or via Dragon voice recognition Typing detailed medical reports when necessary Ensuring incoming post and results is sorted, any appropriate action taken and passed to the clinician on a daily basis Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate Deal with enquiries by letter/e-mail/telephone from patients, GP’s, other hospitals, police, solicitors (via legal department), other consultants and management Organisation of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork. Carrying out regular review and administrative validation of the clinician’s return outpatient wait list. ## Responsibilities Referrals, Booking and Clinic Prep - Managing clinics, i.e. cancelling annual leave and ensuring that any empty slots are utilised. - Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence - Liaising with clinic prep to ensure notes are requested/available for patient appointments - Liaising with the Booking Office, to maximise capacity - Ensuring that arrangements are made to achieve the Trust targets and are reflected on IT systems in a timely manner Outcomes and Results - Highlighting to the clinical team members any results, correspondence or patient queries that need response and action, booking investigations, transcription, etc. Admissions/Procedures - Organisation of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork. - Ensuring that arrangements are made to achieve the Trust targets and are reflected on IT systems in a timely manner. - Regularly informing the secretarial 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. - Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor. - Supporting consultant staff by assisting with the production/ transcription of medical notes - Proof reading or typing of correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts. - Take and transcribe minutes as appropriate - Supporting consultant staff with their additional responsibilities. - Liaising with external organisations for the benefit and progress of patient care, such as other hospitals, etc. - Provide direct support as directed ## Person Specification ### Qualifications, Knowledge and Experience **Essential** - Appropriate experience in a hospital or office environment - Accurate audio typing - Educated to GCSE grade C or above (or equivalent) in literacy and numeracy - NVQ in Administration level 3 Computer literate in Microsoft Office packages - RSA Level three/Speed typing qualification or demonstrable experience (min 60 wpm) **Desirable** - Previous secretarial experience - Good command and understanding of English, punctuation and grammar - Understanding and previous experience in medical terminology - Flexible team worker - Good communication and social skills ## Documents - [why work for us - rewards and benefits (pdf, 3.7mb)](https://www.healthjobsuk.com/documents?edoc=2952) - [job description and person specification (pdf, 224.4kb)](https://www.healthjobsuk.com/documents?vdoc=10405827) ## 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.