Trust Medical Secretary - Cromer Hospital

Job overview

Are you a dynamic and experienced Administrator with a passion for organisational excellence in healthcare administration?

We are looking for a motivated and proactive Medical Secretary to join our team at Cromer Hospital.  The role is 30 hours a week and will require the job holder to:

Act as a point of contact for all communications between the Consultant, patients, relatives, all hospital staff, General Practitioners and their staff and outside agencies, maintaining a close working relationship between consultants and patients as appropriate.

This role is crucial to ensuring clinics for a range of specialities are booked, results are progressed and patients are contacted effectively, meeting key performance targets, and maintaining the quality-of-service delivery.

To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate NNUH’s ‘PRIDE’ values of People focused, Respect, Dedication, Integrity and Excellence.

Main duties of the job

The postholder will play a pivotal role in supporting the day-to-day operations of the medical secretary team at Cromer Hospital. This is a small team who book a range of specialty procedures including Ophthalmology, Pain, Vascular, Plastics and Urology.

The role includes but is not limited to; Being responsible for organising specific specialities’ patient waiting lists and ensuring patients are booked for their clinics and procedures in compliance with local and national targets/policies.

Communicating with patients and all clinical staff forms a vital part of the role and accurate transcribing of correspondence to ensure patients and GPs are communicated with effectively is crucial.

Compliance with The Department of Health’s Referral to Treatment rules and ensuring the correct and timely input of patient information onto the Patient Administration System (PAS), observing the rules of ‘real time data entry’.

The role is varied and interesting and involves good patient communication skills and accurate data entry skills. The role is based in the main hospital at Cromer and is part of the wider Administrative and Clerical team. Working from home one day a week is an option too.

Interview date: 21st July 2026

Detailed job description and main responsibilities

• 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 enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible.  Communicate appropriately with patients who may be fearful, aggressive or have sensitive concerns needing reassurance and who may present difficulties in communication e.g. terminally ill patients, deaf patients, mentally ill patients and elderly confused patients.
• Attend to all communications, for example, emails, faxes, investigation results on a daily basis and prioritising and actioning as required.
• 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.
• Assist patients and their Carers by arranging translation/interpretation facilities.
• Demonstrate and maintain knowledge and understanding of Trust RTT policy.
• Update RTT in accordance with Trust guidelines. 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
• Promptly action clinical investigations, results and outcomes. Utilise Trust reports to service and administer waiting lists, which may include outpatient, inpatient and waiting lists as required in local work area, escalating to senior staff as required.
• Adding patients to waiting lists as requested taking into account the urgency of the case and the patient’s preference.

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. The Trust would not be able to issue a Certificate of Sponsorship for this role.