Medical Secretary Cellular Pathology

About The Role

The post will be appointed at band 3 or band 4 depending on previous experience, as outlined in the Trust’s development framework for medical secretaries. The framework provides a clear progression, allowing post holders to progress from band 3 to band 4 within the post, subject to formal evaluation in role. This would take two years to progress from band 3 to 4.

• The Medical Secretary provides a link between the trust, patients, other health care professionals, and service users. They will provide a comprehensive, efficient, and responsive administration service to the department. The successful candidate will be based within a diverse secretarial team and be required to support each other during periods of absence or increased workloads. Good, supportive team‑working skills are therefore vital.
• Strong interpersonal and communication skills are essential, as the role requires liaising with managers, consultants, junior medical staff, laboratory staff, other healthcare professionals, patients, and other service users on a daily basis. Robust organisational skills will be necessary to ensure all patients receive timely, accurate and efficient communications.
• This post requires a self‑motivated and professional individual with the confidence and ability to work on their own initiative or as part of a team within standard operating procedures.
• The role supports the Cellular Pathology Manager and Office Lead in delivering the administrative support services on the DDH site. The post-holder will be required to provide a comprehensive secretarial service relating to NHS work for a clinical team in the department in accordance with Trust policies and procedures.

Hours of Work: 37.5 hours per week Monday to Friday between 08:00 and 17:00 hrs.

Main duties

• Receiving, recording, sorting and distributing any form of communication, taking appropriate action including escalation where appropriate.
• Receiving and making telephone calls to/from service users, following through all enquiries in a friendly and professional manner.
• Act as a point of contact for the Pathology service.
• Dealing professionally with sensitive and challenging information.
• Assist with booking, arranging and administering appointments and clinics as required by the service, e.g. urgent and routine referrals, elective admissions, and help to manage diagnostic lists.
• Production / proof‑reading of documentation of a sensitive and confidential nature.
• Interrogate Pathology IT systems to identify relevant information and ensure accuracy of correspondence.
• Communicate complex and sensitive information to GPs and service users in relation to patient results.
• Data collection, update and management of databases.
• Administer, coordinate and organise diaries, arrange meetings/events, resolving conflicting appointments and schedules.
• Prepare and collate documents for meetings pertinent to the Pathology service.
• Attend meetings to provide secretarial support by taking minutes.
• General administrative and clerical procedures as and when required.
• Undertake routine or ad hoc data review as directed.
• Undertake any other relevant administrative tasks that may be required for the effective running of the service.
• Preparation of documentation for MDT as required.
• Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases.

Essential Person Specification Requirements

• Medical Secretary Diploma or appropriate Level 3 qualification in Business Administration or equivalent level of demonstrable experience.
• GCSE in Maths and English or Functional Skills (Level 2) or equivalent level of demonstrable experience.
• Secretarial or administrative experience.
• Experience of working with filing systems.
• Experience of working with computer software programs such as Microsoft Office, email and internet.
• Experience of scheduling/co‑ordination activities and/or resources.
• Awareness of GDPR and patient confidentiality.
• Awareness of own limitations.
• Effective communication and interpersonal skills.
• Effective planning, prioritisation and organisational skills.
• Ability to deal with conflict.
• Ability to engage and motivate others.
• High standard of accuracy with strong analytical skills.
• Flexibility to adapt to change.
• Able to work as part of a team.
• Strong analytical skills.
• Ability to establish and maintain effective working relationships.
• Advanced Keyboard Skills.
• Confident.
• Calm under pressure.
• Flexible approach to working arrangements.
• Strong attention to detail and accuracy.
• Self‑motivated.
• Professional appearance.

We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.

Benefits

• Access to the NHS pension plan.
• Generous holiday allowance of 27 days plus bank holidays, increasing with 5 and 10 years of service.
• Exceptional employee health and wellbeing services.
• Extensive benefits and support, including:
• On‑site nurseries and childcare salary sacrifice scheme.
• Home electronics scheme.
• Cycle to work scheme – subject to eligibility criteria.
• Car lease salary sacrifice scheme – subject to eligibility criteria.
• Working carers support and advice, carers network and carers passport.
• Flexible working options and family and carer‑friendly policies.
• Established staff networks, including LGBTQ+ and Race Equality.
• Career progression, training and support.

Skilled Worker Sponsorship

You can find out more about skilled worker and health and care visa sponsorship on the Trust’s website.

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