This job is closed to applications

Location
Salary
£26,530 - £29,114 pa pro rata
Profession
Administrative and IT
Grade
Band 4
Deadline
27 Jun 2025
Contract Type
12 months (Fixed term)
Posted Date
13 Jun 2025

Job overview

We are seeking to recruit a Senior Medical Secretary to provide high quality efficient and effective secretarial and administrative support to our Rheumatology Service.  The ideal applicant will have a good all round experience in a secretarial role. RSA III typing/audio typing or proven experience together with a good knowledge of medical terminology.

Applications from job seekers who require current Skilled Worker Sponsorship to work in the UK are welcome and will be considered alongside all other applications. Job seekers should be aware that not all roles will be eligible for Skilled Worker Sponsorship.  For further information visit UK Visas and Immigration - GOV.UK (www.gov.uk)

Main duties of the job

The Senior Medical Secretary provides an efficient and comprehensive professional secretarial service to the Consultants, their Team and the wider department.  To exercise initiative and independent judgement whilst maintaining a high level of confidentiality and diplomacy at all times.

Candidates should display discretion when dealing with sensitive and confidential information and be able to deal calmly with patients and staff by telephone and face to face.  Good communication/interpersonal skills.  Ability to deal with frequent interruptions whilst maintaining levels of concentration.  A flexible approach and ability to work on ones’ own initiative essential.

Detailed job description and main responsibilities

Duties and Responsibilities

  • To undertake the typing of clinic letters, operation notes, pre operative notes, ward notes, discharge letters, specialist reports, conference notes and associated correspondence of varied medical terminology, efficiently and accurately through audio word processing or shorthand dictation distributing as necessary to the relevant healthcare professions with a copy to the patient. This work involves a significant use of the Trust’s computer systems, SF4, Lorenzo, EPR, Big Hand, Bluespier and Word Microsoft Office.
  • Ensure all clinical letters are completed and dispatched, where possible, within the 10 day standard as directed by the Trust liaising with medical staff to encourage dictation and signing of letters in a timely fashion.
  • To send and receive confidential patient information, to and from, General Medical Practitioners, hospital personnel, patients, carers and relatives through written and verbal means of communication as directed by medical staff, gathering patient data for Consultant accurately.
  • Manage daily paper based or electronic diaries for the consultant and their team using own judgement to highlight and resolve any conflicts that may occur.
  • To liaise with consultants and their teams regarding the on call rota and make the necessary changes as required.
  • Process incoming mail, date stamping, prioritise and distribute as necessary on a daily basis including processing all miscellaneous mail.
  • Ensure all referral letters or internal referrals are passed to the Appointments Team promptly for registering and Opwaiting to start the Referral to Treatment Process. When referral letters are received back to the consultant for vetting, to prioritise this task and return these back to the Appointments Team promptly for RTT purposes.
  • If referral is marked urgent by referring clinician or red flagged for speciality bring to the prompt attention of the Consultant or Team. This may involve taking the decision to deviate from individual booking rules when necessary.
  • Plan, organise, prioritise and manage own workload on a daily basis and make decisions in the absence of the consultant when required. To work accurately under pressure.
  • Listen, analyse and respond to admin non clinical queries via telephone, e-mail and face to face contact from clinical and non-clinical staff, patients, relatives and the general public in an articulate and sympathetic manner exercising ones own judgement effectively and efficiently as to when action is required and safeguarding patient confidentiality. To record as necessary queries on to the EPR system and pass to Consultant for response.

Full job description attached.