Admin Support/Support Secretary

NHS; Luton; On-site; GBP 20,000 - 25,000; Full time

Job summary

Bedfordshire Hospitals NHS Foundation Trust is seeking an Admin Support/Support Secretary to provide high-quality administrative service and assist various departments efficiently. The role requires strong communication and IT skills, adherence to medical terminology, and the ability to maintain confidentiality while managing sensitive tasks. Suitable candidates should have a good educational background, including GCSEs in relevant subjects, and experience in similar roles is advantageous.

Qualifications

• Good standard of English, both written and spoken.
• Numerate with knowledge in data management.
• Experience in audio typing or administration.

Responsibilities

• Provide administrative support to the secretarial service.
• Liaise with departments ensuring outcomes are actioned.
• Handle confidential patient calls and manage clinics.

Skills

Communications

IT applications

Audio typing

Education

5 GCSEs (A-C) including English, Maths and Science

Job description

Go back Bedfordshire Hospitals NHS Foundation Trust

Admin Support/Support Secretary

The closing date is 30 June 2025

1. The post holder will be responsible for providing support to the Service, ensuring provision of an efficient and effective administrative service. This is a busy area with high throughput of work and staff are required to work efficiently as part of a team whilst maintaining courtesy, tact and diplomacy at all times. It will be necessary to work to deadlines and be adaptable to last minute changes.

Main duties of the job

• Provide support to the secretarial service including topping and tailing of letters
• Liaise with the Outpatient Department and Nursing team ensuring that outcomes from clinic letters are arranged and actioned as necessary.
• Be responsible for the filing of patient results/documentation in patient records in line with the medical records policy.
• To implement secretarial procedures and use medical terminology.
• Be responsible for the distribution of internal and external post.
• Tracking in on receipt and out on despatch of medical records brought to the office.
• Be responsible for the filing of patient results/documentation in patient records in line with the medical records policy.
• To provide audio typing support to the Orthopaedics service

To provide administrative support to the consultants, registrars, Specialist Nurse and other members of the team

• To cover for other members of the admin & clerical team in their absence
• Liaise and maintain close working relationships with other secretaries, clinicians and management to ensure a smooth and efficient service.
• Develop office and secretarial practices to continually improve service delivery.
• Adhere to Trust policies and procedures. To participate in reviewing policies for own work area.
• Update and maintain databases as required.
• To assist as directed in the maintenance of the departmental waiting list (RTT).

To deal appropriately with telephone calls into the Department

About us

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology.

Our Values

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.

Job responsibilities

• Provide support to the secretarial service including topping and tailing of letters
• Liaise with the Outpatient Department and Nursing team ensuring that outcomes from clinic letters are arranged and actioned as necessary.
• Be responsible for the filing of patient results/documentation in patient records in line with the medical records policy.
• To implement secretarial procedures and use medical terminology.
• Be responsible for the distribution of internal and external post.
• Tracking in on receipt and out on despatch of medical records brought to the office.
• Be responsible for the filing of patient results/documentation in patient records in line with the medical records policy.
• To provide audio typing support to the Orthopaedics service

To provide administrative support to the consultants, registrars, Specialist Nurse and other members of the team

• To cover for other members of the admin & clerical team in their absence
• Liaise and maintain close working relationships with other secretaries, clinicians and management to ensure a smooth and efficient service.
• Develop office and secretarial practices to continually improve service delivery.
• Adhere to Trust policies and procedures. To participate in reviewing policies for own work area.
• Update and maintain databases as required.
• To assist as directed in the maintenance of the departmental waiting list (RTT).

To deal appropriately with telephone calls into the Department

Prioritizing and actioning of incoming and outgoing mail, including e-mail, faxes, internal and external correspondence with the timely distribution of mail to the relevant place.

Managing telephone calls, many of which will be of a sensitive nature from patients, relatives, members of the public, GPs, healthcare professionals, and hospital departments all of which require a high level of patient confidentiality

To assist in setting/cancelling clinics as well as checking systems to ensure clinics are running correctly

Any other reasonable requests by the manager

To provide admin assistance to service manager from time to time

Person Specification

Qualifications

• Good standard of English, both written and spoken.
• Numerate
• Good knowledge of IT applications
• 5 GCSEs (A-C) including English, Maths and Science

Knowledge

• Previous experience as an audio typist or administration experience
• Knowledge of the Data Protection Act, patient confidentiality
• Comprehensive understanding of data management and managing complex datasets
• Previous experience within the NHS

communication

• Excellent written and oral communication skills
• Creative and flexible
• Able to interact with tact and diplomacy

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.

Bedfordshire Hospitals NHS Foundation Trust