Medical Secretary

Job overview

This is a fixed term contract for 12 months.

An exciting opportunity has arisen for a Medical Secretary to join our Respiratory team.

You will provide a comprehensive secretarial and administrative service to Consultants , including audio‑typing clinic letters, managing patient correspondence, coordinating appointments, supporting diaries and inboxes, and liaising with clinical and administrative teams to ensure smooth patient pathways.

We are looking for a highly organised individual with excellent communication and typing skills, the ability to prioritise workload, and a proactive, flexible approach. Previous NHS or medical secretarial experience is desirable but not essential as full training will be given.

At Great Western Hospitals NHS Foundation Trust, our STAR values; Service, Teamwork, Ambition and Respect are at the heart of everything we do.

Main duties of the job

• Audio-Typing clinic letters, referrals, reports, and other patient related documentation.  Ensure that all work leaving the department is of the highest quality in terms of presentation and layout and is dispatched within agreed timescales, sent and documented appropriately.
• File tests and loose histories regularly as appropriate, including placing on casenotes, scanning or cutting & pasting onto any indicated/necessary computer systems and or delivering to departments/health records.
• Learn the digital dictation system and ensure that processes are followed.
• Retrieve, log and return case notes / medical records and ensure that they are processed in accordance with Trust policy (“Case note tracking” and “Filling in Case notes”) as well as scanning required documents and cutting & pasting scanned or word documents where required into Medway, Word or other IT packages
• To undertake administrative (E-referral/Choose and Book), clerical duties as required.
• To answer phones professionally, deal with queries wherever possible, record messages accurately and forward on to the appropriate individual for actioning.
• Request appointments/clinic bookings, cancellations, and expeditions as required.
• Maintain and update calendars/diaries, manage shared mailboxes and calendars and apply/record consultant/clinician leaves and prepare and submit expense and leave forms as required.

Detailed job description and main responsibilities

• Attend any meetings, arrange meetings, record minutes and undertake general secretarial duties of all descriptions for the consultants/clinicians/department as required.
• To provide a friendly, professional, complete and fully comprehensive administrative, secretarial and clerical service to the department including audio transcription service to the specialist nurses, doctors and/or consultants.
• Update and maintain a working knowledge of hospital systems so that enquiries can be dealt with efficiently.
• Distribute all incoming correspondence and ensure outgoing mail is ready for daily collection.
• Liaise with booking teams and departments to arrange patient appointments of all types.
• Participate in meetings and be actively involved in generating ideas for service improvement.
• Promote a positive image of the Trust at all times.
• Attend meetings as required.
• Manage and record information on patient administration systems from multiple share email inboxes including replies and advice requests.
• Other duties and responsibilities of the post will be required, flexible and will be reviewed by the Team Leader.

See Job Description for further details.