Job Description

Our Medical Secretary will provide comprehensive and high quality secretarial, administrative and clerical support to the department ensuring an effective and efficient service is delivered.
You will support the Admin Team Leader to undertake change management and ensure that patients are treated with courtesy, dignity and respect.
The most rewarding part of this role is providing a high standard of administrative assistance to clinicians, patients, carers, relatives, outside agencies and the overall team ensuring they are all well supported.
You will work with very little supervision, prioritising and manging their own workload on a day to day basis.
Main duties of the job

• To ensure all results of tests and investigations are tracked effectively, shown to the relevant consultant promptly and to undertake appropriate action as instructed.
• To independently deal with patient/carer telephone calls and enquiries in an efficient, sensitive and confidential manner, exercising judgement to analyse and resolve any problems and referring on to the clinician as appropriate.
• All clinic outcomes must be recorded accurately and complete or amend any that have not been done.
• Clinical diaries (both paper and electronic) are to be maintained and checked against the published timetables. Discretion and initiative used when arranging meetings and appointments for patients, relatives and others.
• To ensure that arrangements regarding medical staff leave and cover arrangements are circulated appropriately and that clinical activities are amended accordingly.
• Taking and transcribing formal minutes if required.
• To open and act on correspondence received and bring to the attention of the clinician along with the medical notes.
• To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
• To plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leader.
• To produce and update Standard Operating Procedures (SOP) for all aspects of the Medical Secretary role.

About us
Why Work With Us
The Diabetes and Endocrinology is based at Hengrave House, Torbay Hospital. It is a multidisciplinary team, working closely together, committed to providing excellent services for our patients.
Details
Date posted
04 June 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
xc2xa324,625 to xc2xa325,674 a year 24,625 - xc2xa325,674
Contract
Secondment
Working pattern
Full-time
Reference number
388-7195324-A&C
Job locations
Hengrave House
Torbay Hospital
Torquay
TQ2 7AA
Job description
Job responsibilities

• To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GP's and other external agencies.
• This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care.
• To review discharge summaries and ensure investigations/appointments are booked appropriately.
• To train and support new/less experienced staff within the team.
• To ensure that private, overseas and Scottish/Welsh and Northern Irish patients for out/in-patients are identified and documented appropriately.
• To support any Secretarial Assistants within the department in their role and ensure compliance with Standard Operating Procedures.
• To communicate effectively in writing and verbally on a daily basis.
• To ensure that all clinical and non-clinical correspondence is typed within local targets, using the Infoflex system. (Audio and copy typing).
• Ensure appropriate follow up is actioned i.e. outpatient appointments, investigations, patients added to waiting lists, referrals to other departments etc.
• To ensure that all results/reports/correspondence are filed in the hospital case notes in accordance with Health Records standards.
• To provide cover for other members of the whole Diabetes and Endocrniology team as required to ensure optimum efficiency of the department.
• To identify areas for service improvement and support implementation.
• To comply with the Trusts Patient Access Policy and Standard Operating Procedures.
• Any other appropriate duties/tasks as requested by management.
• To enter, monitor and update all aspects of the Referral to Treatment (RTT) pathway events accurately and ensure Inter Provider Transfers (IPT) are completed and updated.
• Review statuses are to be updated at every patient interaction.
• To manage the e-referral worklists on a daily basis.
• To use the relevant IT systems to register patients, respond to enquiries, make appointments, transfer medical records, input clinical letters and care planning summaries, as required.
• Minute taking in admin team meetings where deemed appropriate.
• Compilation of staff meeting agenda.
• Diary Management of specified clinical staff.
• Action clinic changes making sure that all clinic forms have been actioned appropriately.

Job description
Job responsibilities

• To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GP's and other external agencies.
• This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care.
• To review discharge summaries and ensure investigations/appointments are booked appropriately.
• To train and support new/less experienced staff within the team.
• To ensure that private, overseas and Scottish/Welsh and Northern Irish patients for out/in-patients are identified and documented appropriately.
• To support any Secretarial Assistants within the department in their role and ensure compliance with Standard Operating Procedures.
• To communicate effectively in writing and verbally on a daily basis.
• To ensure that all clinical and non-clinical correspondence is typed within local targets, using the Infoflex system. (Audio and copy typing).
• Ensure appropriate follow up is actioned i.e. outpatient appointments, investigations, patients added to waiting lists, referrals to other departments etc.
• To ensure that all results/reports/correspondence are filed in the hospital case notes in accordance with Health Records standards.
• To provide cover for other members of the whole Diabetes and Endocrniology team as required to ensure optimum efficiency of the department.
• To identify areas for service improvement and support implementation.
• To comply with the Trusts Patient Access Policy and Standard Operating Procedures.
• Any other appropriate duties/tasks as requested by management.
• To enter, monitor and update all aspects of the Referral to Treatment (RTT) pathway events accurately and ensure Inter Provider Transfers (IPT) are completed and updated.
• Review statuses are to be updated at every patient interaction.
• To manage the e-referral worklists on a daily basis.
• To use the relevant IT systems to register patients, respond to enquiries, make appointments, transfer medical records, input clinical letters and care planning summaries, as required.
• Minute taking in admin team meetings where deemed appropriate.
• Compilation of staff meeting agenda.
• Diary Management of specified clinical staff.
• Action clinic changes making sure that all clinic forms have been actioned appropriately.

Person Specification
Person Specification
Essential

• Good standard of education to include GCSE in Maths and English or equivalent.
• Proven experience of audio typing.
• Proven experience of using Excel Spread sheets.
• Proven secretarial and administrative experience.
• Customer care experience of providing a customer focused service.

Desirable

• Knowledge and experience of the Trust patient administrative and information systems.
• Understanding of hospital policies and procedures including the Trust Access Policy.
• To be proficient in the use of Internet/Intranet and email.
• Understanding of Referral to Treatment Pathways.

Person Specification
Person Specification
Essential

• Good standard of education to include GCSE in Maths and English or equivalent.
• Proven experience of audio typing.
• Proven experience of using Excel Spread sheets.
• Proven secretarial and administrative experience.
• Customer care experience of providing a customer focused service.

Desirable

• Knowledge and experience of the Trust patient administrative and information systems.
• Understanding of hospital policies and procedures including the Trust Access Policy.
• To be proficient in the use of Internet/Intranet and email.
• Understanding of Referral to Treatment Pathways.

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