Medical Secretary – Breast and Endocrine

Medical Secretary – Breast and Endocrine

The closing date is 17 July 2026

Job Responsibilities

• Provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians.
• Keep diary up to date, arrange appointments, and arrange travel and accommodation.
• Operate an effective bring forward system and filing system.
• Manage and maintain 18 week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded on PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway.
• Mentor, train and supervise relevant staff as required. Deal with annual leave requests and sickness absence, return to work interviews.
• Support consultants in non clinical activities by preparing presentation documents using relevant packages and arranging meetings, set agenda, circulate agenda/supporting papers as appropriate, and take minutes at meetings.
• Ensure appropriate personnel are informed of consultant annual leave/study leave. Keep consultants informed of junior doctor leave, as it could have an effect on service.
• Organise and maintain consultant admissions. Cancel and add patients to the waiting list as appropriate, ensuring lists are updated and patients contacted. Liaise with waiting list office, anaesthetic department and ward. Complete and amend theatre lists appropriately.
• Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly.
• Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.
• Allocate and check the work of other staff.
• Ensure sickness absence and annual leave of clinical staff is reported.
• Assist with the investigation and compilation of responses to complaints/incidents, helping to ensure this is done with the optimum deadlines set by the Trust.
• Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person.
• Carry out appraisals as appropriate.
• Organise and order stationery as appropriate.
• Ensure all junior staff mandatory training is up to date and report accordingly.
• Deal with enquiries either on the telephone or face to face from patients, consultants, junior doctors and colleagues in an appropriate manner.
• Ensure all correspondence relating to patient care is acted upon in a timely manner.
• Accurate check of patient demographics using the Patient Administration System (PAS), including registration screen, checking patient details are correct, and tracking of casenotes.
• Assist with audit/research data collection as required.
• Obtain information as requested by line manager.
• Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
• Train new and junior members of the team within own work area as required by line manager.
• Attend appropriate training and education sessions at the request of manager.
• General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.
• Work with managers to review working practices, ways of working and find solutions to problems.
• Implement policies and procedures for own area.
• Record and input data onto databases and systems as appropriate.
• Work in a flexible manner in accordance with Trust Policy, and to check flexi time sheets for medical secretaries.

Qualifications

• Educated to GCSE/O Level standard/equivalent or higher
• RSA/OCR Typing/Word processing Level 3 or equivalent
• Knowledge of medical terminology
• Secretarial Qualification or equivalent experience
• ECDL or equivalent
• Shorthand

Experience

• Excellent I.T. skills with knowledge and experience of all Microsoft office packages
• Demonstrable experience working in an NHS office environment as a medical secretarial

Skills

• Ability to communicate professionally at all levels in a helpful courteous manner. First Class Communication Skills
• Excellent Word Processing and Keyboard Skills
• Ability to organise workload effectively and prioritise to meet deadlines
• Ability to work individually or as part of a team
• Experience or supervising and motivating a team
• Time Management Skills
• Excellent interpersonal and influencing skills
• Knowledge of internal PAS system

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£28,392 to £31,157 a year per annum, pro rata

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