Trust Medical Secretary - Neurosciences

Job overview

Are you looking to work in a fast-paced environment and the opportunity to work in a large-multidisciplinary team, where you can make a difference and improve services for our patients? If so, we want to hear from you!

Care Group G at the Norfolk and Norwich University Hospital are looking for a motivated, forward-thinking and compassionate individual, to join the team as Trust Secretary in the Neurosciences Stroke team.

As part of this busy and exciting role, you will support the Department by acting 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. Assist in the management of the office administration of the Consultant and designated clinical team. Provide an effective administrative secretarial service, ensuring continuity of service during absences.

Main duties of the job

The Norfolk and Norwich University Hospitals Foundation Trust (NNUH) is one of the leading healthcare providers in the UK, offering a comprehensive and dedicated stroke service. Our stroke department provides a full range of treatments and rehabilitation services to help patients recover and regain their quality of life.

At NNUH, we understand the unique challenges involved in stroke care. We are committed to delivering innovative, evidence-based treatments while providing compassionate care to our patients and their families. Our multidisciplinary team works closely together to ensure each patient receives the highest standard of care in both acute and rehabilitation settings.

We are seeking an enthusiastic and experienced individual to join our team, playing a vital role in providing secretarial and administrative support within a busy but welcoming stroke department. The ideal candidate will be someone who enjoys patient contact and thrives in a dynamic, collaborative environment. You will be expected to deliver a high-quality service in a performance-managed setting, ensuring smooth communication and administrative support for our stroke care team.

At NNUH, we are dedicated to supporting the professional development of our staff. Whether your goal is to become an exceptional secretary or to advance further in your career, we will provide the resources and opportunities to help you succeed. Join us and make a meaningful difference to the lives of our stroke patients.

Detailed job description and main responsibilities

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, Integrity, Dedication and Excellence and demonstrate behaviours that support and encourage an inclusive culture.

• 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.
• Arrange urgent admissions direct from clinic and ambulatory care areas, contacting the patient and liaising with ward/theatre/clinics as required.
• Support meetings with minute taking as necessary.
• Maintain diaries as appropriate.

Please see the attached job description for full details.

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

Please note due to high volume of applications for some posts, this post may close before the displayed closing date. We recommend that you apply for this role asap.