Job overview
The Microbiology Department at University Hospitals Dorset is looking for an organised, motivated and proactive Medical Secretary to join our team based at the Dorset Pathology Hub.
This is an exciting opportunity to provide comprehensive secretarial and administrative support to Consultant Microbiologists and the wider Microbiology team. The successful candidate will play an important role in supporting clinical services, communication pathways, surveillance reporting, departmental administration and digital systems across the service.
The role requires excellent organisational skills, attention to detail, the ability to prioritise workload independently, and strong communication skills when dealing with healthcare professionals, patients and external organisations.
This post would suit someone with previous secretarial or administrative experience who enjoys working in a fast-paced healthcare environment and is confident using a range of IT systems and digital tools.
Base location - RBH
Interview date - August 17th
Main duties of the job
The successful candidate will:
- Provide comprehensive secretarial and administrative support to Consultant Microbiologists and the Microbiology Department.
- Produce and distribute clinical correspondence, reports, meeting documentation and departmental communications.
- Manage telephone and email enquiries from healthcare professionals, patients, GP practices, UKHSA and reference laboratories.
- Organise meetings, prepare agendas and take minutes.
- Support departmental rotas, onboarding of junior doctors and induction activities.
- Maintain accurate electronic records and use Trust systems including LIMS, EPR and Clinical Record Tracking systems.
- Support surveillance reporting, audit activities and departmental data management.
- Assist with departmental finance processes including invoice checking and eProc administration.
- Provide first-line administrative support for departmental digital systems and liaise with Trust IT teams regarding system issues and upgrades.
- Help support service improvement initiatives and contribute to quality management processes within the department.
The post holder will be expected to work independently within established policies and procedures while managing competing priorities effectively.
Detailed job description and main responsibilities
To understand the role in more detail please read the full job description and person specification documents which are attached to this advert.
Person specification
Experience
Essential
- Experience of minute taking and audio typing.
- Previous secretarial experience for a minimum of two years.
- Experience of creating and maintaining rotas.
- Experience in the use of IT packages.
Desirable
- Understanding of Trust procedures and policies relating to the role.
- Medical Secretarial experience.
Qualifications
Essential
- Secretarial qualification to RSA 3 and ECDL or equivalent.
- Good general education and must be numerate, literate with a good command of spoken and written English
Desirable
- Gained or working towards Advanced European Computer Driving Licence
- Ability to organise, manage and prioritise workload.
Personal Attributes
Essential
- Excellent organisational skills & ability to prioritise own workload.
- Be able to work on your own initiative with minimal supervision.
- Excellent communication skills at all levels.
- Accuracy and attention to detail.
- Self-motivated.
- Reliability and diplomacy
- Ability to work to tight deadlines.
Desirable
- Willingness and enthusiasm to learn new skills.
- Confidence in dealing appropriately with Health Service professionals at all levels.
- Flexible.
Language requirement
Essential
- Able to speak English as necessary to undertake the role
Technical Skills Competencies
Essential
- Fully competent in use of PC/IT software packages including Microsoft Office.
- Ability to work with minimal levels of direct supervision.
Desirable
- Willingness to learn and use pathology IT packages.
- Ability to maintain microbiology intranet website.
- Ability to build good working relationships at all levels.
- Ability to identify solutions to problems based on precedent.
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Applying for this NHS job
This advert is for Medical secretary with University Hospitals Dorset NHS Foundation Trust in Poole, South West, England. It is listed as a Band 3 Administrative and IT role. The advertised salary is £25,760 - £27,476 per annum. The contract type is Permanent. The application deadline is 05 Aug 2026.
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