Job Description

We are currently seeking an enthusiastic and dynamic individual for the post of Personal Medical Secretary within the Trauma & Orthopaedic Admin Team. In this role, youll be the key point of contact for patients, consultants, and medical teams, ensuring smooth and efficient service delivery. From managing schedules and coordinating patient pathways to handling urgent queries, youll play a crucial part in maintaining high-quality patient care. If you work well as part of a large team, thrive in a fast-paced environment, have excellent attention to detail, and enjoy problem-solving, this could be the perfect opportunity for you!
You will be predominantly based at Sunderland Royal Hospital; however the T&O service covers both acute hospitals in the Trust, and as such you will be expected to cover other areas over the Sunderland and South Tyneside sites to support service needs.
Main duties of the job
Key Responsibilities:
Provide comprehensive PA support to consultants, managing their diaries, theatre schedules, and outpatient clinics.
Act as a first point of contact for patient queries, external agencies, and other healthcare professionals, ensuring seamless communication.
Maintain and update waiting lists, ensuring they meet national and local standards while proactively addressing capacity challenges.
Use Meditech V6 and Trust Launchpad to track and validate patient pathways, ensuring timely scheduling and compliance with RTT targets.
Coordinate meetings, prepare documentation, and assist in training new administrative staff.
Handle sensitive information with discretion, ensuring patient confidentiality at all times.
Audio typing skills are essential to this role - a typing test will be part of the interview process.
If youre a proactive, detail-oriented, and compassionate professional, wed love to hear from you! Apply now and become part of a team dedicated to making a difference in patient care.
About us
Please help us by adding your telephone number to your application form this will allow us to contact you quickly if required.
One Team One Trust - There are many reasons to work at our Trust. From our commitment to putting people first to our accessible services and award winning teams. We have a passion for research, innovation and tackling inequalities. We are committed to respect, fairness and civility and promote a compassionate, caring and positive culture / working environment.
We welcome all applications irrespective of peoples race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups. Looking after our workforces health and wellbeing is a priority for STSFT. We also provide access to high quality education, training, career progression and support. Flexible working is supported via the Trust's Flexible Working Policy.
The Trust employs around 8,600 people and provides a range of hospital services to a local community of around 430,000 residents. We also provide a range of more specialised services outside this area, in some cases to a population as great as 860,000. We offer our staff outstanding benefits - Fitness Centre (SRH), libraries at both hospital sites, chaplaincy support and access to a Childcare Co-ordinator to help staff with childcare arrangements. The Trust will not accept applications which are found to be AI generated.
Details
Date posted
24 June 2025
Pay scheme
Agenda for change
Band
Band 4
Salary
26,530 to 29,114 a year 25/26 Pay Award Pending 27,485 - 30,162
Contract
Permanent
Working pattern
Full-time
Reference number
C9155-GSAC-0625-29
Job locations
Sunderland Royal Hospital
Kayll Road
Sunderland
SR4 7TP
Job description
Job responsibilities
Overall Job Purpose:
To provide a competent secretarial service to the Consultant and his/her team, making decisions and taking action on matters of a non-routine nature on their behalf.
To ensure that all clerical and secretarial functions pertaining to the Department are carried out in an efficient and cost effective manner according the Trust Secretarial standards, local and national standards.
To ensure Meditech V6 is accessed and utilised in a manner appropriate to the service, working in real time.
To maintain a waiting list position that meets national and local standards and CQUIN
To assure the Directorate Management team of a valid and contemporaneous waiting list position that meets national waiting time requirements.
FOR FULL JOB DESCRIPTION SEE ATTACHMENT
Please note the Trust are not able to offer Skilled Worker Sponsorship for this role as it does not meet the UKVI threshold requirements. Applicants are requested to consider this when making their application. Please visitGov.UKfor further information Job description
Job responsibilities
Overall Job Purpose:
To provide a competent secretarial service to the Consultant and his/her team, making decisions and taking action on matters of a non-routine nature on their behalf.
To ensure that all clerical and secretarial functions pertaining to the Department are carried out in an efficient and cost effective manner according the Trust Secretarial standards, local and national standards.
To ensure Meditech V6 is accessed and utilised in a manner appropriate to the service, working in real time.
To maintain a waiting list position that meets national and local standards and CQUIN
To assure the Directorate Management team of a valid and contemporaneous waiting list position that meets national waiting time requirements.
FOR FULL JOB DESCRIPTION SEE ATTACHMENT
Please note the Trust are not able to offer Skilled Worker Sponsorship for this role as it does not meet the UKVI threshold requirements. Applicants are requested to consider this when making their application. Please visitGov.UKfor further information
Person Specification
Experience
Essential

• Working in a busy office environment
• Communicating with people at all levels

Desirable

• Previous NHS experience
• Previous medical secretarial experience
• Using Meditech System

Personal Qualities
Essential

• Able to work under pressure
• To meet deadlines and prioritise workload
• Use initiative to problem solve
• Able to work independently and as part of a team

Skills
Essential

• Secretarial skills
• Communication skills
• Organisational skills

Qualifications
Essential

• Basic Numeracy Skills to Level 1 or equivalent
• Understand the role of the medical secretary
• IT systems/software packages
• GCSE English (Grade C/4or above) or equivalent
• Audio-Typing
• Microsoft Office Packages e.g.Word, Power Point, Excel, Access
• AMSPAR Diploma or OCR/RSA3/NVQ 3 Business Administration or significant administration/secretarial experience. Minimum OCR level 3 Word Processing (or equivalent experience)

Desirable

• Knowledge of medical terminology
• Knowledge of data protection
• Knowledge of IM&TSecurity
• ECDL / IBT2
• IT qualifications

Attitude
Essential

• Approachable
• Able to cope under pressure
• Flexible approach to working
• Committed to delivering quality patient care

Other
Essential

• There may be the requirement to travel to other sites from which the Trust conducts its business, to work or provide cover and support. Therefore you must be able to meet the travel requirements of the role

Person Specification
Experience
Essential

• Working in a busy office environment
• Communicating with people at all levels

Desirable

• Previous NHS experience
• Previous medical secretarial experience
• Using Meditech System

Personal Qualities
Essential

• Able to work under pressure
• To meet deadlines and prioritise workload
• Use initiative to problem solve
• Able to work independently and as part of a team

Skills
Essential

• Secretarial skills
• Communication skills
• Organisational skills

Qualifications
Essential

• Basic Numeracy Skills to Level 1 or equivalent
• Understand the role of the medical secretary
• IT systems/software packages
• GCSE English (Grade C/4or above) or equivalent
• Audio-Typing
• Microsoft Office Packages e.g.Word, Power Point, Excel, Access
• AMSPAR Diploma or OCR/RSA3/NVQ 3 Business Administration or significant administration/secretarial experience. Minimum OCR level 3 Word Processing (or equivalent experience)

Desirable

• Knowledge of medical terminology
• Knowledge of data protection
• Knowledge of IM&TSecurity
• ECDL / IBT2
• IT qualifications

Attitude
Essential

• Approachable
• Able to cope under pressure
• Flexible approach to working
• Committed to delivering quality patient care

Other
Essential

• There may be the requirement to travel to other sites from which the Trust conducts its business, to work or provide cover and support. Therefore you must be able to meet the travel requirements of the role