Medical Secretary

Velindre University NHS Trust; Cardiff; On-site; GBP 29,000 - 32,000; Full time

Job summary

Velindre University NHS Trust is seeking a Medical Secretary to provide a full administrative and secretarial service to the Consultant and clinical team in Cardiff. The role includes diary management, clinic prep, and acting as the main contact for patients and staff.

The successful candidate will support outpatient clinics, coordinate appointments, and ensure smooth communications across departments while upholding the Trust's standards and patient care commitments.

Qualifications

• Advanced keyboard skills.
• Good knowledge of Medical Terminology.
• Medical Secretary Diploma.
• Knowledge of NHS Computer Applications.
• Experience of Hospital PAS systems.
• Excellent knowledge of full range of Secretarial procedures.
• Excellent transcription and audio skills.

Responsibilities

• Provide full administrative and secretarial service to the Consultant and clinical team.
• Manage the Consultant's diary, meetings and clinic preparation.
• Act as the first point of contact for patients, relatives and staff.
• Coordinate outpatient clinics and prep required appointments.
• Liaise with other departments to maintain high service levels.
• Record messages accurately and ensure timely clinician action.

Skills

Advanced keyboard skills

Good knowledge of Medical Terminology

Education

Medical Secretary Diploma

Tools

NHS Computer Applications

Job description

Main area Administration Grade Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday - 09:00 to 17:00) Job ref 120-AC809-0926

Site Velindre Cancer Centre Town Cardiff Salary £28,819 - £31,626 per annum Salary period Yearly Closing 17/09/2026 23:59

Thank you for your interest in working for Velindre University NHS Trust, which is a committed equal opportunities employer. The Trust welcomes applications from people who share our vision;

Velindre University NHS Trust will be recognised locally, nationally and internationally as a renowned organisation of excellence for patient and donor care, education and research.

our values;

• Caring
• Respectful
• Accountable

and who will complement our current experienced and specialist employees who are passionate about working in a Trust that has the ambition to provide world class services and care to patient and donors.

Velindre University NHS Trust holds a special place at the heart of healthcare in Wales. It is also an amazing organisation to work and to develop your career. The Trust comprises of two divisions, Velindre Cancer Centre and Welsh Blood Service. The Trust also hosts on behalf of the Welsh Government and NHS Wales, NHS Wales Shared Services Partnership (NWSSP) and Health Technology Wales (HTW).

Velindre University NHS Trust provides our employees with a favourable salary and reward / staff benefits & support package.

For more information on this vacancy please contact the recruiting manager, who will be pleased to discuss their employment opportunity with you.

Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.

The Trust also reserves the right to close a vacancy early or withdraw an advertisement at any stage of the process, to enable internal staff requiring to be redeployed in suitable roles.

Posts may be subject to a Disclosure and Barring Service (DBS) Check and Professional Registration Check.

For more information on our Trust Employee Reward and Benefit’s Package please visit the Velindre University NHS Trust website.

Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.

Job overview

An exciting opportunity to join our expanding team of Medical Secretaries.

The Medical Secretary’s role is to provide a full administrative and comprehensive secretarial service to the Consultant and their clinical team which includes but is not limited to, diary management, meeting organisation, transcription of clinical documentation, clinic preparation.

Act as the first point of contact for patients, relatives, clinical colleagues, GP’s and all other support services.

Administer and organise the Consultant’s schedule. Prepping of outpatient clinics. Providing guidance to clinic coordinators as required to ensure accurate clinic bookings.Work collaboratively with colleagues within and outside department/organisation to ensure high level of service provision to patients and service users.

Main duties of the job

Exchange verbal and written information from patients, relatives and GPs ensuring the caller’s needs are clearly established.

Liaise with appropriate staff in making routine and emergency admissions as directed by clinicians.

Ensure transport has been booked for patients during clinic preparation as requested.

Liaise with other hospitals regarding patient’s appointments and any other correspondence including results.

Answer non-medical queries in the absence of the consultant using tact and persuasive skills.

Ensure all medical queries including provision of results passed to the correct clinician for action in line with Departmental Standard Operating Procedure and processes.

Ensure all urgent telephoned results are passed to the correct clinician for action in line with Departmental Standard Operating Procedure.

Act as first point of contact for the consultant and team, accurately record messages and pass on all appropriate enquiries in a timely manner.

Providing guidance to clinic coordinators for any appointments that need to be rescheduled for clinics including visit type, clinic code and date when required.

Communicating urgent clinic appointments as directed by clinical teams.

Communicate with other sections within the department and other departments within the division.

Working for our organisation

At Velindre University NHS Trust, we are proud to deliver specialist services across Wales through the Velindre Cancer Centre and Welsh Blood Service, supported by our corporate teams and partnerships with NHS Wales Shared Services Partnership and Health Technology Wales.

As we look to the future, we are preparing for the opening of the new Velindre Cancer Centre (nVCC) in Spring 2027—an exciting milestone that will transform cancer care for our population. Located within easy reach of the vibrant city of Cardiff and the stunning Brecon Beacons, we offer a unique working environment that combines innovation, collaboration and an excellent quality of life.

Since our formation in 1994, our dedicated workforce has remained committed to delivering the principles of prudent healthcare across a wide range of roles. We continue to play a vital role in our communities and have ambitious plans to further improve the services we provide.

Everything we do is underpinned by our Trust values. We are caring , respectful , and accountable in how we work with patients, donors, partners and each other—ensuring we deliver the highest standards of care while continuously striving to improve.

If you want to work for an organisation that makes a real difference, embraces innovation, and offers rewarding career opportunities in an inspiring setting, Velindre University NHS Trust is the place for you.

Detailed job description and main responsibilities

You will be able to find a full Job Description and Person Specification attached within the supporting documents.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Qualifications

• Advanced Keyboard Skills
• Good knowledge of Medical Terminology
• Medical Secretary Diploma
• Knowledge of NHS Computer Applications

Experience

• Experience of Hospital PAS systems
• Excellent knowledge of full range of Secretarial procedures
• Excellent transcription and audio skills

IMPORTANT NOTE FOR APPLICANTS:

Applications for our roles are carefully reviewed and shortlisted based on specific criteria, which varies from job to job. Using a generic application to apply for multiple roles or relying on automated AI application services, such as Lazy Apply or AI Apply, may not provide the necessary information, leading to your application not demonstrating how you meet the essential criteria. To ensure your application meets the criteria, we recommend submitting a tailored application that directly addresses the criteria listed in the Person Specification section of the advert.

To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa , unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK . If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.