Medical Secretary

Job Title: Medical Secretary
Band: 3
Department: Child development centre

Job Purpose:
To provide a comprehensive medical secretarial service to the community paediatric medical staff / clinicians in an efficient and timely manner. This post is part of a professional multi-skilled team working across the Administration Services.


1. Responsible for the full secretarial and administrative service to the team.
2. Take appropriate action with regard to telephone calls from patients, GPs and other agencies using initiative, within broad guidelines outlined by the team / service line manager.
3. Ensure accurate messages are taken for and delivered in timely manner.
4. Prioritise own workload including the typing of clinics and medical reports / documents, booking of clinics and liaison with other agencies.
5. Access to an up-to-date diaries for the clinicians, liaising with external and internal contacts and organisations as necessary.
6. Sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information.
7. Provide administrative support to team in respect of work relating to teaching, research, NHS medical reports, charities and publications, including arranging meetings, agendas and minutes.
8. Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results.
9. Ensure effective communication with all members of a multi-disciplinary team.
10. Provide support in respect of clinical audit responsibilities.
11. Assist Line Manager in the supervision and training of support medical secretaries as appropriate.
12. Maintain comprehensive knowledge of iPMS (Information Patient Management Service) commensurate with role.
13. Ensure all hospital notes coming into and out of the department are accurately traced on iPMS.
14. Co-ordination of specialty out-patient waiting lists within the framework of the Waiting List Management Policy (MGN4).
15. Ensure referrals are processed and directed to appropriate clinic in line with policy.
16. Obtain patient test results using PATH/RAD system at consultant(s)/team request.
17. Required to cover departmental admin and clerical colleagues during times of absence or increased workload as requested by line manager.
18. Undertake reception duties in conjunction with admin and clerical colleagues as requested by line manager.
19. Order stationery (electronically via EROS) as appropriate at the request of line manager.
20. To carry out any other clerical duties as determined by the line manager

If you are available and interested in covering the above admin placement, please email your CV into the team inbox at for review or call the team on 03330 143 739 for further details.