Senior Trust Medical Secretary - Paediatrics

Job overview

Are you an organised and proactive individual with excellent communication skills, looking to make a real difference in a busy NHS setting? Join our dedicated team at NNUH’s Paediatric Services, where you’ll provide essential administrative support to Consultant teams and act as a key link between patients, families, and healthcare professionals.

You’ll manage complex communications with sensitivity and professionalism, coordinate appointments and referrals, and help ensure smooth patient pathways in line with Trust policies. Your ability to work independently, maintain confidentiality, and stay calm under pressure will be vital to delivering an efficient and compassionate service.

We are looking for someone who is adaptable, dependable, and committed to excellent customer care, embodying our PRIDE values: People Focused, Respect, Integrity, Dedication, and Excellence.

If you are motivated to support high-quality patient care and thrive in a fast-paced environment, apply now to join a team that truly values your contribution

Main duties of the job

• Deal efficiently and effectively with direct and indirect (i.e. telephone, face-to-face) enquiries from patients, all levels of medical and nursing staff, GPs, Social Services and other health professionals and staff. Respond to complex enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible. To sensitively provide and receive complex information using tact and adapting communication style to meet the needs of individual levels of understanding. Recognise the importance of individual rights in accordance with legislation, policy and procedures.
• Accurately transcribe all correspondence by touch typing from audio/digital dictation or shorthand using knowledge of medical terminology. Generate routine and non-routine correspondence independently.
• Update RTT in accordance with Trust guidelines and ensure accurate patient pathways, investigating and correcting errors as required. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases.
• Complete the Tertiary referral proforma/template for internal/external referrals as per Trust policy.

Detailed job description and main responsibilities

• Promptly action clinical investigations, results and outcomes. Utilise Trust reports to service and administer waiting lists, which may include outpatient, inpatient, diagnostic and waiting lists where relevant.
• Book patients from waiting lists and update associated booking systems (e.g. ORSOS, ARIA etc.) in line with departmental requirements and in line with the Trust RTT Policy.
• Utilise outpatient and inpatient PTLs to track patients through pathway.
• Arrange urgent admissions direct from clinic and ambulatory care areas, contacting the patient and liaising with ward/theatre/clinics as required.
• Provide accurate and confidential information to assist with data entry, strictly adherent to Caldicott and Data Protection Act and retrieval of patient information via the PAS, RIS, ICE and other departmental computer software programmes

Please refer to the Job Description for the full specification of responsibilities and requirements for this post.

Please note that this advertised position, which is part of occupation code 4211, does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). Therefore, the Trust would not be able to issue a Certificate of Sponsorship for this role.