Medical Secretary

Job overview

Closing Date: 16/09/2026

Shortlisting to take place after closing date: commencing 17/09/2026

Interview expected to take place in the week following shortlisting: commencing 28/09/2026 (May Change)

The job holder will be responsible for the provision of a comprehensive administrative and secretarial service within Maxillofacial department.

The job holder will work as part of the secretarial team to ensure that patient related data held within the Trust is accurate and complete to enable reliable and robust reporting to support clinical and business processes.

Responsible for the provision of a range of secretarial and administrative duties related to patient pathway management, including validating patient data, booking patients for appointments, audio transcription and word processing of clinical letters, production of reports and other correspondence as required by the team.

Main duties of the job

Supports the Senior Medical Secretary in ensuring that the provision of a secretarial service within the relevant clinical specialities is both effective and efficient and utilises all available resource.

With support and guidance act as a point of contact and be responsible for the dissemination of information, messages and enquiries, liaising with multi-disciplinary team members, other health professionals and staff within and external to the Trust. The job holder will involvement with Clinicians and Service Managers across the Trust to ensure that patients are treated in accordance with the Trust’s policy and procedures.

Detailed job description and main responsibilities

• Providing secretarial/administrative support to a typing, scanning, photocopying, opening and distributing mail as appropriate.
• Have a detailed understanding of the Trust’s Access Policy and other National/Local targets ie. Cancer, RTT, and works to the standard operating procedures developed to support patient pathways. As required to process patients onto EPR for Local Anaesthetic procedures and book patients onto Galaxy at the request of Senior Medical Secretary’s.
• Validate data regarding patient pathways to ensure PTL’s are updated on a weekly basis.
• Use initiative in filtering information and be proactive in dealing with routine matters, seeking support from the Senior Medical Secretary.
• To audio type, clinical letters and process minutes of meetings as required.
• Assist with any data collection and entry required.
• Deal with telephone enquiries from patients, relatives, etc, which may be of a sensitive nature, in a constructive and sympathetic manner, referring to the appropriate person where necessary.
• To ensure that EPR is updated with patient data when received from patients.
• Maintain efficient office systems.
• To ensure accuracy when administering relevant IT systems. The systems will include EPR and/or other local IT systems.
• Works in close liaison with the Senior Medical Secretary and other secretaries and administrative team to assist in the smooth running of the Medical Team’s secretarial and administrative service.
• Works to the SOP’s developed to support patient pathways.
• The job holder will contribute to the effective and efficient running of the service highlight any areas where efficiency can be realised.
• The jobholder will support the Medical Team in implementing new ways of working, revised operating procedures and policies alongside general improvements to processes and practice.
• Such duties at a comparable level of responsibility associated with the work of the post which may vary from time to time.