Medical Secretary

Transformation Unit; Tees Valley; On-site; GBP 28,000 - 31,000; Full time

Job summary

North Tees and Hartlepool NHS Foundation Trust is seeking a Medical Secretary (NHS AfC: Band 4) to provide comprehensive secretarial and administrative support to Consultant Radiologists and Service Managers. The role includes diary management, minutes, and high-level data handling.

You will support governance and confidentiality, handle inquiries with discretion, and contribute to a well-organised, compliant admin team.

Qualifications

• Secretarial experience in a healthcare environment.
• Experience with computerised systems and technologies.
• Experience using audio transcription systems.

Responsibilities

• Provide comprehensive secretarial and administrative support to Consultant Radiologists, Service Managers and associated staff.
• Manage diaries and organise meetings, study and annual leave, ensuring awareness of all commitments.
• Prepare agendas and collate documents; attend meetings to take minutes and type up notes.
• Type confidential and complex documents using appropriate technologies.
• Support the Admin Team Lead and supervise staff to maintain an efficient service.

Skills

Windows knowledge

Microsoft Word

Microsoft Outlook

Medical terminology

Data protection & confidentiality

Education

NVQ level 3 in Business Administration

Typing or Word processing qualification (RSA II)

RSA III typing qualification

AMSPAR Advanced Diploma for Medical Secretaries – Level 3

Shorthand qualification

GCSE Mathematics or Numeracy

GCSE English or Literacy

Job description

Employer North Tees and Hartlepool NHS Foundation Trust Employer type NHS Site University Hospital of North Tees Town Stockton-on-Tees Salary £28,392 - £31,157 pro rata per annum Salary period Yearly Closing 26/11/2026 23:59

Medical Secretary

NHS AfC: Band 4

Job overview

Under the direction of the Business & Support Manager via the Admin Team Lead, the post holder will be required to:

Provide a comprehensive, timely and effective secretarial and administrative support service to Consultant Radiologists, Service Managers and associated staff, following all relevant operational policies, procedures and guidelines.

Use appropriate technologies to manage the diaries of Consultant Radiologists, Service Managers and associated staff, organising meetings, study and annual leave etc. and ensure they are aware of all diary commitments.

Main duties of the job

Use all appropriate technologies and equipment to provide a comprehensive, timely and effective secretarial and administrative support service to Consultant Radiologists, Service Managers and associated staff, following all relevant operational policies, procedures and guidelines.

Ensure that all work tasks are carried out to a high standard of quality which meets all departmental and organisations' requirements for information governance, data protection and confidentiality.

Use appropriate technologies to manage the diaries of Consultant Radiologists, Service Managers and associated staff, organising meetings, study and annual leave etc. and ensure they are aware of all diary commitments.

Act as point of contact for Consultant Radiologists, Service Managers, receiving visitors, and dealing with telephone calls and queries in a manner that is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion, dealing with issues as they arise if appropriate and taking accurate written messages and passing more complex queries to relevant staff members where required.

Working for our organisation

South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust now form University Hospitals Tees and as such you may be required to work at any site across both Trusts.

At North Tees & Hartlepool NHS Foundation Trust, we want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development.

We support the Making Every Contact Count approach to behaviour change in the promotion of health and wellbeing of individuals and communities.

Detailed job description and main responsibilities

Use all appropriate technologies and equipment to provide a comprehensive, timely and effective secretarial and administrative support service to Consultant Radiologists, Service Managers and associated staff, following all relevant operational policies, procedures and guidelines.

Ensure that all work tasks are carried out to a high standard of quality which meets all departmental and organisations' requirements for information governance, data protection and confidentiality.

Use appropriate technologies to manage the diaries of Consultant Radiologists, Service Managers and associated staff, organising meetings, study and annual leave etc. and ensure they are aware of all diary commitments.

Act as point of contact for Consultant Radiologists, Service Managers, receiving visitors, and dealing with telephone calls and queries in a manner that is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion, dealing with issues as they arise if appropriate and taking accurate written messages and passing more complex queries to relevant staff members where required.

Prepare agendas and collate any related documents and information relating to meetings etc for distribution to participants, attend meetings to take minutes as and when required and type up minutes from notes or recorded instructions.

Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met.

Type miscellaneous correspondence, reports, presentations etc., including highly confidential and complex documents using appropriate technologies.

Deal with incoming queries as appropriate from service users in a manner that is consistent with legislation, policies and procedures, taking any necessary action as required, and where necessary lake accurate written messages and pass directors and associated staff members where appropriate.

Deal with and prioritise all incoming post/faxes bringing information of key importance to the attention of directors and associated staff and processing as directed.

Maintain up to date file system for correspondence and other documents and establish and effective 'bring forward' system to facilitate the timely processing of responses, information, correspondence and documents.

Be proactive in the development of administrative services to support activity and assist in the continuous assessment and review of administrative working practices and procedures.

Assist in the day to day supervision, of support staff under the direction of the Admin Team Lead, giving direction and guidance as and when required to ensure that an effective and efficient service is maintained, dealing with issues as they arise, escalating to the Admin Team Lead where appropriate.

Assist in the appraisal process and training and development of support staff in their work area in accordance with all related policies, procedures and guidelines and provide feedback to Team Leads as and when required.

Be fully conversant with all organisational health, safety and security policies and procedures and demonstrate compliance within areas of responsibility through the effective promotion of a healthy, safe and secure working environment for the work team and self by participating in the completion and regular review of any / all work-based risk assessments and mandatory training.

Assist the Admin Team Lead in ensuring that appropriate resources are available within the work area e.g., stationery stocks, equipment etc.

Any other ad-hoc duties as and when required in line with operational and service needs

Person specification

Knowledge & Skills

• Demonstrate a good working knowledge of windows based computer systems and be capable of using most Microsoft Office applications, particularly MS Word and Outlook.
• Knowledge of medical terminology
• Demonstrate knowledge of data protection and confidentiality

Qualifications & Training

• GCSE at grade C or above in Mathematics or Key Skills at Level 2 in Numeracy (or equivalent)
• GCSE at grade C or above om English Language, or Key Skills at level 2 in literacy (or equivalent)
• Typing or Word processing qualification at RSA II (or equivalent)
• NVQ at level 3 or above in Business Administration (or equivalent)
• IT qualification (ITQ at level 2 or equivalent)
• RSA III or equivalent typing qualification
• Shorthand qualification
• AMSPAR Advanced Diploma for Medical Secretaries – Level 3 qualification (or equivalent)

Experience

• Demonstrable secretarial experience in a healthcare environment.
• Demonstrable experience of clerical work involving the use of computerised systems and technologies.
• Demonstrable knowledge of using audio transcription systems
• Experience of working within a multidisciplinary team
• Knowledge of the NHS and the Trust’s systems and structures

Important - Once sufficient applications have been received this vacancy may close early.

Disclosure and Barring Checks (DBS)

It is the policy of North Tees and Hartlepool NHS Foundation Trust, that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost for their DBS certificate. The method of payment for this is via salary deduction from your first month's pay on commencement with the Trust. The DBs check will be undertaken during the pre-employment check screening.

Qualifications Please note the essential qualifications required for the post are outlined within the Person Specification. You are required to provide original evidence of the necessary qualifications for the post at interview should you be shortlisted. You will also be required to provide original copies as part of the pre-employment check screening.

New Starters – Probationary Period

For any new employees commencing employment with North Tees and Hartlepool NHS Foundation Trust, you will be subject to satisfactory completion of a 6 month probationary period. Please note that internal applications and individuals that are appointed to fixed term appointments of less than 6 months duration are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or a bank member of staff).
Employment References

As part of our pre-employment screening process, all applicants are required to provide references covering their last three years employment history including any gaps. Applicants are requested to ensure e-mail addresses for all referees are included on their application form. Personal references are not acceptable.

Working Hours

If the hours advertised for the post are up to full time (37.5 hours per week), applications are still welcomed from individuals who may be seeking to work less than full-time hours and all requests will be considered in line with the post being appointed to for the successful applicant.

Equality, Diversity and Inclusion

Everything we do is shaped by our values: Respect, Support, and Collaborate.

At University Hospitals Tees we want our workspaces to be places where everyone feels welcome, valued and safe. We treat people with respect, and we celebrate the differences that make each of us unique.

We welcome applications from everyone, no matter your age, background, race, religion, disability, sex, sexual orientation, gender identity, family circumstances or beliefs.

We are here to support you throughout your application and at every stage of your career with us. We believe we work best when we collaborate, learn from each other and build teams that reflect the communities we serve.

Disability

We are a Disability Confident Lead employer. This means we give fair and full consideration to applicants and will offer reasonable adjustments during the recruitment process. If you need help with your application, or need the information in a different format, please contact our recruitment team and we will support you.

Right to Work in the UK

The Trust welcomes applications from all candidates who meet the criteria for the role. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless they have permission to work via another route. Non UK/RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here: Work in the UK - GOV.UK ( www.gov.uk )

Please provide full and accurate details of your current immigration status on the application form. Your current immigration status will not be considered as part of the shortlisting or interview process.

Please note that not everyone needs a ‘Skilled Worker’ visa. If you are applying for health or social care, you may be eligible to apply for the Health and Care Worker visa instead.

As a supporter of the Armed Forces and an employer of Reservists, North Tees and Hartlepool NHS Foundation Trust are proud to be a signatory of the Armed Forces Covenant, which is a promise by the nation to ensure that those who serve or who have served in the UK Armed Forces (and their families) are treated fairly.

We recognise that reservists and veterans bring a variety of transferable skills and qualities to our workplace, developed through their military careers. Our commitment to supporting the Armed Forces Community has been recognised through the Armed Forces Covenant as a Silver Employer.

Further Important Information

Please check your email on a regular basis for updates on your application. If you are shortlisted for interview, you will be invited to email via this method.

Please ensure you read the ‘Guidance Notes for Applicants’ document attached to this advert before completing and submitting your application.

Unfortunately, we are unable to respond to all applicants and those who are not contacted within six weeks of the closing date should assume that their application has been unsuccessful.

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.