Medical Secretary, Band 3

NHS Jobs; England; Remote; GBP 26,000 - 27,000; Part time

Job summary

Gloucestershire Hospitals NHS Foundation Trust is seeking a Medical Secretary, Band 3 (22.5 hours per week) to provide confidential secretarial support to the Gastroenterology team and wider secretarial staff.

You will handle administration, diary management, patient communications, and assist in coordinating patient pathways to support timely care within a busy hospital environment.

Qualifications

• GCSE level maths and literacy (or equivalent).
• NVQ Level 3 inAdministration or equivalent hospital/office experience.
• Understanding medical terminology is preferred.
• Proficient with Microsoft Office and hospital IT systems.
• Excellent communication and interpersonal skills.

Responsibilities

• Provide comprehensive administrative and secretarial support to the clinical team.
• Coordinate patient pathways by arranging appointments, investigations, procedures and follow-up care.
• Monitor waiting lists, Two Week Wait referrals, RTT pathways and clinic capacity, escalating delays.
• Manage clinic changes and cancellations and support diary management, meetings and governance activities.
• Respond professionally to enquiries from patients and external agencies; support service improvements and data management.

Skills

Communication

Interpersonal skills

Presentational skills

IT skills

Education

GCSEs or equivalent

NVQ Level 3 in Administration

Medical terminology knowledge

Microsoft Office proficiency

Tools

Hospital computer systems

Digital dictation / voice recognition

Job description

Medical Secretary, Band 3

The closing date is 14 October 2026

Medical Secretary, Band 3 (22.5 hours a week)

The post-holder will provide an efficient, confidential and professional secretarial service to the medical staff and their supporting team. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of the Gastroenterology team but also support the secretarial team as needed.

Main duties of the job

Provide comprehensive administrative and secretarial support to the clinical team, producing accurate correspondence for patients, GPs, and healthcare professionals using digital dictation and voice recognition systems. Coordinate patient pathways by arranging appointments, investigations, procedures, and follow-up care, liaising with patients, clinicians, and external organisations to ensure timely treatment and communication. Monitor waiting lists, Two Week Wait referrals, RTT pathways, and clinic capacity, proactively identifying and escalating delays, risks, and performance concerns. Manage clinic changes and cancellations in line with Trust policies and support consultants with diary management, meetings, medical staffing administration, teaching, governance, and other professional activities.

Respond professionally to enquiries from patients, healthcare providers, management, legal representatives, and external agencies, working collaboratively to facilitate effective patient care. Contribute to service improvements through data management, audits, service reviews, process development, and support for complaint resolution. Work flexibly within the administrative team, providing cross-cover, routine office support, and training assistance, while adapting to changing departmental needs to maintain a safe, efficient, and high-quality service.

About us

We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.

Job responsibilities

• Providing a comprehensive secretarial and administrative service to the medical staff and their supporting team.
• Ensuring excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high-quality service for patients and clinicians.
• Ensuring all clinics are used to their full capacity and that any vacant slots are fully utilized and acted upon, including informing the Booking Office, to maximise capacity
• Regularly informing the secretarial supervisor about progress and flags up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
• Managing the pathway for patients referred in under the two-week wait ensuring they are monitored to minimise/avoid breach
• Carrying out regular review and administrative validation of the clinicians return outpatient wait list
• Supporting the achievement of Trust performance by ensuring administrative standards are met e.g. typing times, test results passed to clinician and any potential 52 week breaches are escalated to the clinician, secretarial supervisor or AGM/DGM to avoid breach.
• Ensuring all clinic cancellations/alterations are dealt with efficiently and in line with the Trusts 8 week annual/study leave policy.

Person Specification

Qualifications, Knowledge and Experience

• Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
• NVQ level three in administration or equivalent experience in a hospital or office environment
• Understanding and previous experience in medical terminology
• IT experience of Microsoft Office packages
• IT capable to ensure proficient use of hospital computer systems
• Excellent presentational, communication and interpersonal skills

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

£25,760 to £27,476 a year(pa, pro rata if part time)

Contract

Permanent

Working pattern

Part-time

Reference number

318-26-T0646