Medical Secretary

Transformationunitgm; Ilkeston; On-site; GBP 22,000 - 28,000; Full time

Job summary

Join a leading healthcare organization as a Medical Secretary, where you will provide essential administrative support to clinicians and enhance patient care. Operating from the Ilkeston Community Hospital, you will be part of a collaborative team dedicated to exceptional healthcare. This role emphasizes flexibility, dedication, and an understanding of medical operations within the NHS.

Benefits

Development opportunities in professional and leadership areas

Employee assistance programme

Discounted gym membership

Onsite fitness classes

Car schemes

Qualifications

• Administrative experience required, preferably in healthcare settings.
• Knowledge of NHS processes and medical language is essential.

Responsibilities

• Provide efficient medical secretarial services for NHS clinicians.
• Act as the main contact for patients, ensuring timely communication.
• Request and manage patient records as needed.

Skills

Experience working in an administrative/secretary role

Understanding of medical terminology

Education

A good standard of English to O level/GCSE or equivalent

RSA/OCR level III or equivalent

Business Administration or equivalent knowledge and skills

Job description

This post is only open to internal applicants.

Job summary

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 13,000 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 require support/adjustments with your application please contact the recruitment team on 01332 788466

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

To provide an efficient medical secretarial service to the clinicians and their team in respect of NHS work.

To work flexibly with or alongside medical secretarial staff, clinicians, health records staff and other teams when required.

Ilkeston Community Hospital is a community hospital based in Ilkeston and forms part of University Hospitals of Derby and Burton. We are a very friendly team who work closely together and always strive to make the patient experience the best. We work closely with the other community hospitals, St Oswalds, Ripley, Heanor and Long Eaton.

If you are applying for an Internal Secondment, please ensure you have spoken to your line manager and have their support prior to your application. Please speak to the Recruitment Team if you have any questions.

Main duties of the job

To act as the point of contact for patients and medical staff on behalf of the consultant and his/her team, ensuring that all queries are answered within agreed timescales and quality standards

Sourcing and tracking of case notes

To ensure that urgent test results/correspondence is brought to the immediate attention of the Consultant or his/her team

An understanding of the 18-week RTT process and a knowledge of the Trust Patient Access Policy and an agreement to adhere to these policies according to National Trust Guidelines.

Validation of clinic outcome forms

Working to strict Trust and Government policies and waiting list management and 18 week guideline

Accurately informing patients/clinicians of outcomes and information to influence service delivery for all patients including waiting lists queries.

Liaise effectively with wards and departments with the hospital to escalate any urgent problems to a senior manager and provide secretarial support/cover for colleagues during absence

Closing date of applications: 13 July 2025

Interview date: 25 July 2025

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

Please see attached Job description and Person Specification. To apply please click APPLY FOR THIS JOB – this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account.

Experience

• Experience working in an administrative/secretary role
• Understanding of medical terminology

Qualifications

• A good standard of English to O level/GCSE or equivalent
• RSA/OCR level III or equivalent
• Business Administration or equivalent knowledge and skills

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

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.

Name Stephanie Shaw Job title Medical Secretary Team Leader Email address [e-mail] Telephone number 0115 6544301 Additional information

If you would like to come and have a look around our hospital please get in touch.