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 post holder is required to undertake the typing of clinical letters for all specialities, distribute and file documents as and when required, track and request patients health records, answer and deal with telephone enquiries, support other medical secretaries with basic admin duties and results management. The post holder will also be compliant with the Patient Access Policy and Divisional requirements in terms of waiting list management.

Main duties of the job

The post holder will need to demonstrate good communication skills, flexibility, reliability and have an organised approach to work.  Working as part of a team of Medical Secretaries, you will support with the management of waiting lists, typing of clinical letters, theatre scheduling, clinic utilisation along with daily office duties as required by the clinical team.

The post holder will have skills in all areas of administrative functions to enable them to support the patient pathway.

Detailed job description and main responsibilities

• Provide comprehensive secretarial and administrative support to consultants, clinicians, and the wider multidisciplinary team
• Manage clinic appointments, waiting lists, and patient scheduling in line with service requirements
• Type and process clinical correspondence, reports, discharge summaries, and meeting notes accurately and within agreed timescales
• Deal with telephone calls, emails, and patient queries in a professional and confidential manner
• Maintain and update electronic patient records and administrative systems accurately
• Process referrals, investigations, test results, and follow-up appointments as directed by clinicians
• Liaise with GPs, patients, external organisations, and other departments to coordinate patient care pathways
• Monitor and manage consultant diaries, clinic changes, and cancellations where required
• Ensure all documentation is handled in accordance with data protection, confidentiality, and NHS policies
• Support the achievement of departmental performance targets and service standards
• Prioritise workload effectively to meet changing service demands and deadlines
• Assist with general office duties including filing, scanning, photocopying, and document management
• Escalate urgent issues or concerns appropriately to clinical or management teams
• Provide cross-cover support for colleagues during periods of annual leave or sickness absence