Medical Secretary

Transformation Unit; East Midlands; Hybrid; GBP 26,000 - 27,000; Full time

Job summary

University Hospitals of Derby and Burton NHS Foundation Trust is seeking a Medical Secretary (Band 3) to provide an efficient administrative service for the Maxillofacial team. You will support patients throughout their pathway, coordinate waiting lists, and liaise with consultants, clinical teams and administrative colleagues to ensure timely progress.

The role requires excellent organisational and communication skills, accuracy, and the ability to work both independently and in a

Qualifications

• Experience of working in an administrative role.
• Ability to use various NHS systems.
• Understanding of 18 week RTT.
• Excellent organisational skills.
• Excellent prioritisation and efficiency skills.
• Experience working autonomously as well as part of a team.
• Excellent written and verbal communication skills.
• Experience of communicating with a wide variety of staff.
• Experience of dealing with patient/customer queries.

Responsibilities

• Act as the main contact for patients and medical staff on behalf of the consultant and team.
• Coordinate patient pathways and waiting lists in line with targets and booking procedures.
• Handle cancellations, queries and pathway issues; escalate as needed.
• Typing/proof-reading and dispatch of clinical correspondence.
• Ensure urgent test results are brought to the attention of the consultant or team.
• Understand 18‑week RTT process.
• Liaise with wards, departments and external providers.

Skills

Organisational skills

Prioritisation

Team working

Communication

Patient/customer communication

Job description

Employer University Hospitals of Derby and Burton NHS Foundation Trust Employer type NHS Site Royal Derby Hospital Town Derby Salary £25,760 - £27,476 per annum Salary period Yearly Closing 05/11/2026 23:59 Interview date 19/11/2026

Medical Secretary

Band 3

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together.

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

With over 14,000 members of staff you can expect huge variety and new opportunities every day! Our staff go above and beyond and take pride in caring for our patients.

University Hospitals of Derby and Burton NHS Foundation Trust is fully committed to promoting inclusion, equality, diversity and human rights in employment and delivery of its services. The Trust is committed to providing an environment where all employees, patients, carers and visitors experience equality of opportunity by means of understanding and appreciating the value of diversity.

As a Trust we promote an inclusive environment and welcome applications from a diverse pool of talent and backgrounds. All individuals are valued and given every opportunity to succeed based on merit.

The Trust actively encourages applications from members of our Black, Asian and Minority Ethnic communities. These groups are under-represented in our organisation, and it’s important to us that our workforce reflects the diversity of our communities as much as possible.

Armed Forces and Disability Confident guaranteed interview scheme

To further support the pledges in the Armed Forces Covenant and to make a positive contribution to support ex-armed forces personnel (veterans) make the transition to civilian life, the Trust has introduced a Guaranteed Interview Scheme for veterans who meets the essential criteria set out in the person specification, to help them overcome barriers to find civilian employment. The scheme will operate for all external recruitment.

The Trust is a Disability Confident Employer and committed to both employing and retaining people with disabilities. This commitment is to guarantee an interview for any candidate that has disclosed a disability under the Equality Act 2010 and who meets the essential criteria set out in the person specification. Reasonable adjustments under the Equality Act 2010 will be considered upon request.

if you are blind or visually impaired and require application material in an alternative format- such as Braille, large print, audio or accessible electronic formats oryou require support/adjustments with your application please contact the recruitment team on 01332 788466

The Trust is proud to be a signatory of the Care Leavers Covenant and is committed to supporting care-experienced people into employment.

Applicants who identify as a care leaver and who meet the essential criteria for the role, as detailed in the person specification, will be guaranteed an interview.

If you wish to be considered under this scheme, please indicate this within your application.

Join us and help make a real difference to our Trust.

Here’s more about the role and what we’re looking for;

Job overview

An exciting opportunity has arisen for a medical secretary to join our Maxillofacial team. We are looking for an organised, motivated and patient-focused individual who can provide an efficient and responsive administrative service supporting patients throughout their pathway of care.

Working closely with consultants, clinical teams and administrative colleagues, you will play an important role in coordinating patient pathways, managing and monitoring waiting lists, arranging appointments and ensuring that patients progress through their pathway in a timely manner. You will act as a key point of contact for patients and clinical colleagues, responding to enquiries professionally, sensitively and courteously.

The role requires excellent organisational and communication skills, a high level of accuracy and the ability to prioritise a busy workload. You will use a range of Trust IT systems to maintain accurate patient information, monitor waiting lists and support effective service delivery. You will need to work independently as well as being an effective member of the wider multidisciplinary team.

Experience of working within an NHS administrative or patient/customer care environment would be particularly valuable, together with an understanding of patient pathways, waiting-list management and Referral to Treatment (RTT) principles

Main duties of the job

• You will act as the main point of contact for patients and medical staff on behalf of the consultant and team ensuring that all queries are answered with skill and sensitivity and in a courteous and professional manner
• Manage and coordinate patient pathways and waiting lists in line with relevant targets and booking procedures.
• Manage cancellations, queries and pathway issues, escalating concerns where appropriate.
• Typing/proof-reading and dispatch of clinical correspondence within agreed timescales and quality standards
• Ensure urgent test results/correspondence is brought to the immediate attention of the Consultant or team
• An understanding of 18-week RTT process
• Liaise effectively with wards, departments and other clinical staff within the hospital and external healthcare providers

Closing date for applications: 5th November 2026

Interview date: 19th November 2026

Working for our organisation

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

In return we will offer:

• Development opportunities, both professional and leadership development
• On-going support from recruitment to when you join our team and beyond.
• Staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes

Key Facts:

• We see on average 4810 OP appointments a day.
• We are the 4th busiest Trauma & Orthopaedic outpatients department in England – an average of 2077 per week.
• An average of 1115 patients are seen in A&Es across our network every day – 3rd largest in the country.
• Our hospitals admit an average of 195 emergency patients daily.
• Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres.
• We are one of only 7 Trusts nationally with more than 50 operating theatres.
• We carry out more than 140 elective procedures each working day.
• UHDB is a research active University Hospital with a large and varied portfolio of clinical trials and research opportunities for all staff.

Detailed job description and main responsibilities

UHDB is committed to fair and transparent recruitment. We welcome authentic applications that reflect your own skills, experience and motivations for the role. While we understand that candidates may use AI tools for grammar, formatting or accessibility purposes, applications that appear to be substantially AI‑generated may be subject to additional review. If this applies to your submission, we will let you know and may ask for clarification. Please ensure your application accurately represents your experience and is written in your own words.

Please note this position is not eligible for sponsorship. Applicants must be able to demonstrate an existing and ongoing right to work in the UK for the duration of the contract without sponsorship from the Trust.

Your application (for shortlisting purposes) is assessed based on the Person Specification in the job advert (below).

Person specification

Experience

• Experience of working in an administrative role
• Ability to use various NHS systems
• Understanding of 18 week RTT

Skills

• Excellent organisational skills
• Excellent prioritisation and efficiency skills
• Experience working autonomously as well as part of a team

Communication

• Excellent written and verbal communication skills
• Experience of communicating with a wide variety of staff
• Experience of dealing with patient/customer queries

Our Trust aims to provide the highest quality care to patients within Derbyshire and South East Staffordshire and we want the very best people to work with us.

Follow us on Twitter @UHDBTrust or find us on Facebook & LinkedIn - UHDBTrust

IMPORTANT INFORMATION

If we receive a high number of applications for this position we reserve the right to withdraw the post before the closing date, therefore it is advisable that you apply as early as possible to avoid disappointment.

At UHDB , we offer different ways to work flexibly to each and every one of our colleagues, many of whom already work flexibly at all sites of the Trust.

For our roles we are open to discussing the possibility of part-time/ reduced hours/ compressed hours/ flexible start and finish times/ fixed/flexible shifts/annualised hours/ term time hours/ hybrid working – working partly in the trust/partly at home.

Why don’t you talk to us at interview about the flexibility you would like to explore and what it means to you, and we will discuss what’s possible for the job and team, and the opportunities we might be able to create together.

We can’t promise to give you exactly what you want, but we do promise to work with you to look at all the available options.

Most of our posts are subject to a DBS check, however having a criminal record will not necessarily bar you from obtaining a position. Please be aware that all new employees starting work with us will be charged for the cost of their DBS check, if it is required for their role.

All correspondence relating to your application will be sent to you via our trac.system account. Please ensure that you regularly check your emails; this includes junk/spam, as your security settings may not recognise the sender.

Anyone from outside of the UK (excluding from the Republic of Ireland) will need permission from UK Visas and Immigration (UKVI) to work in the UK and may also need entry clearance before travelling here.

UKVI is responsible for managing migration. To obtain a visa or entry clearance, you will need to meet certain requirements and demonstrate you have the right the work in the UK via:

• the points-based immigration system
• the EU settlement scheme
• eVisa

During the course of its employment activities, University Hospitals of Derby and Burton NHS Foundation Trust collects, stores and processes personal information about prospective, current and former staff.

Our Privacy Notice includes applicants, employees (and former employees), workers (including agency, casual, honorary and contracted staff), volunteers, trainees and those carrying out work experience – please refer to our Privacy Notice available on our Trust website: https://www.uhdb.nhs.uk/information-governance

UHDB is committed to fair and transparent recruitment. We welcome authentic applications that reflect your own skills, experience and motivations for the role. While we understand that candidates may use AI tools for grammar, formatting or accessibility purposes, applications that appear to be substantially AI‑generated may be subject to additional review. If this applies to your submission, we will let you know and may ask for clarification. Please ensure your application accurately represents your experience and is written in your own words.

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.