Medical Secretary

Job overview

At present, University Hospitals of North Midlands is unable to offer visa sponsorship for Band 2 to Band 4 roles, as these positions do not meet the minimum salary and skill thresholds required under UK Visas and Immigration (UKVI) regulations.

The Medical Secretary will provide comprehensive administrative support to consultants and junior doctors, ensuring smooth daily operations within the department.

Key responsibilities include managing consultant and junior doctors' diaries, coordinating clinic schedules, and liaising with subspecialties, particularly Orthoptics, to ensure patients receive timely care.

The role involves minute-taking for audits, managing theatre lists, and ensuring patient appointments are scheduled efficiently. The postholder will also handle general administrative tasks such as phone calls, appointment cancellations and rebooking’s, typing correspondence, and managing waitlists and results.

Main duties of the job

Flexibility is key, as the role includes covering for team members during periods of annual leave or sickness. This position is essential in maintaining effective communication and supporting clinical teams in delivering high-quality patient care.

• Managing Consultant's Diary
• Consultant Administration
• Managing Junior's Diary
• Minute Taking
• Clinic Management
• Liaising with Subspecialties
• Managing Theatre Lists
• General Administration
• Team Support

Please see the attached JD for more info.

Detailed job description and main responsibilities

Managing Consultant's Diary:

• Coordinate the clinical teams’ activity using CAFS and TAFS systems.
• Prepare and distribute memos as needed.
• Manage sickness notifications and cancellations, escalating to the Team Leader and JOSM/OSM if required.

Consultant Administration:

• Process acting consultant requests, including managing post-related administrative tasks.

Managing Junior's Diary:

• Oversee the on-call rota, ensuring appropriate rest days and managing activity levels during EEC shifts.
• Coordinate CAFS for junior doctors.

Minute Taking:

• Record accurate minutes during audits and meetings.

Clinic Management:

• Monitor clinic capacity, highlighting overbooking issues to consultants.
• Prioritize urgent or post-operative patients, ensuring their needs are met in a timely manner.

Liaising with Subspecialties:

• Work closely with Orthoptics to ensure appointments are available for patients as needed.
• Adjust clinic schedules (e.g., switching between adult and paediatric slots) to meet patient requirements.

Managing Theatre Lists:

• Book and confirm patients for Poswillo theatre lists, ensuring they are ready for surgery.
• Address long wait times by coordinating with JOSM/OSM.
• Handle cancellations and rebookings efficiently.

General Administration:

• Answer phone calls and manage patient inquiries.
• Cancel, reschedule, and fill short notice appointment slots.
• Type correspondence and maintain accurate documentation.
• Handle results and waitlists, ensuring timely updates.
• Complete unrecorded outcomes for clinical activities.
• Any other admin tasks to support the team, and the wider team.

Team Support:

• Provide cover for colleagues during annual leave or sickness