Lead Breast Secretary

North West Anglia NHS Foundation Trust; Peterborough; On-site; GBP 26,000 - 32,000; Full time

Job summary

North West Anglia NHS Foundation Trust is seeking a Lead Secretary for the Breast Unit. The role focuses on delivering a confidential, efficient secretarial and administrative service, handling patient and professional inquiries with discretion.

You will support MDT processes, manage clinic and meeting logistics, and coordinate data capture using specialist systems, ensuring timely information flow and adherence to deadlines.

Qualifications

• Experience of working with Microsoft Office packages, including Word, Excel and Outlook.
• Excellent communication and administrative skills in a confidential environment.
• Ability to act as first point of contact for patients, healthcare professionals and external agencies.

Responsibilities

• Provide secretarial and administrative support within a confidential environment.
• Organise and prepare MDT meetings, collate patient information and reports.
• Take and distribute meeting minutes and manage action trackers.
• Input data using Patient Administration and Cancer software systems.
• Monitor 18 Week Validation for patient tracking and escalate as needed.
• Make outpatient appointments and liaise with booking teams and nursing teams.

Skills

Excellent communication

Organised

Administrative skills

Patient liaison

Tools

Word

Excel

Outlook

Microsoft Office Suite

Job description

An exciting opportunity has arisen within the Breast Unit for a Lead Secretary. We are looking for an enthusiastic, motivated, and organised individual with excellent communication and administrative skills. Experience of working with Microsoft Office packages, including Word, Excel, and Outlook, is essential. The successful candidate will provide an efficient and effective secretarial and administrative service within a confidential environment, acting as the first point of contact for enquiries from patients, healthcare professionals, administrative staff, and external agencies. The role includes the use of Patient Administration and Cancer software systems to capture, monitor, and maintain accurate data. The post holder will be responsible for organising and preparing meetings, including the collation of patient information and reports for the Multi-Disciplinary Team (MDT) meetings, as well as taking and distributing meeting minutes as required. Working as part of a dedicated team of secretaries, the successful candidate will prioritise and respond to the demands of Breast Consultants, Clinical Nurse Specialists, and other practitioners and managers. The post holder will be expected to work independently, using their own initiative, while also contributing effectively within a multidisciplinary team and supporting colleagues when required. Monitor, update and escalate 18 Week Validation for patient tracking purposes. Support the Deputy Secretary Office Manger with daily cancer patient tracking and updating joint Sharepoint PTL Make Outpatient appointments as required, and in response to urgent referrals. Liaise with the Outpatients Booking Team, Consultant and Breast Care Nursing Teams as required to identify slots. Responsible for inputting the Multiple Disciplinary Team (MDT) Meeting annotations onto the ICE computer system, liaising with the MDT co-ordinators, Screening Office and finalising the MDT list ready for the weekly meeting for the Consultants and health care professionals. Monitor weekly MDT Biopsy and MRI reports list for additions required for MDT. Using Trust Clinicman system to set up breast clinics and make changes to existing clinics and amend clinic templates. Monitor Breast Partial Booking lists, U6W lists and LRO (leave referral open) lists regarding outstanding Follow-up appointments, and ensure patients' appointments are booked as appropriate. Work with the Breast Care Nursing Team to monitor and review the Breast Care Nurse's Appointment Spreadsheet on a daily basis, to ensure all relevant actions with regarding patient appointments are actioned within required deadlines. Collate information/data as required for meeting Agendas and take minutes/update Action Trackers at Breast Service related meetings, including Breast Clinical Governance and Breast Operational MDT meetings. Priority will be given to colleagues identified as at risk through the Trust's redeployment process.