Medical Secretary, Band 3

Gloucestershire Hospitals NHS Foundation Trust; Gloucester; On-site; GBP 26,000 - 27,000; Full time

Benefits offered by this job

NHS pension scheme

Generous annual leave

Job summary

Gloucestershire Hospitals NHS Foundation Trust is seeking a Medical Secretary, Band 3, 37.5 hours per week. The role provides confidential secretarial support to the Gastroenterology team and broader clinical staff to enable high-quality patient care.

The successful candidate will manage appointments, notifications, and patient communications, while maintaining accurate records and diary management within a busy hospital environment.

Qualifications

• 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.
• Typing Qualification or relevant experience.
• IT capable to ensure proficient use of hospital computer systems.
• Excellent presentational, communication and interpersonal skills.

Responsibilities

• Provide a comprehensive secretarial and administrative service to the medical staff and their supporting team.
• Ensure excellent communication to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high-quality service for patients and clinicians.
• Ensure all clinics are used to their full capacity and that vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity.
• Regularly inform the secretarial supervisor about progress and flag up urgent issues such as capacity or delays.
• Manage patient referral pathways, monitor waiting lists, Two Week Wait referrals, RTT pathways and clinic capacity.

Skills

Communication skills

Administrative tasks

Interpersonal skills

Diary management

Digital dictation

Typing speed

Education

GCSE grade C or above

NVQ Level 3 in administration

Understanding medical terminology

Tools

Microsoft Office

Job description

Current jobs at Gloucestershire Hospitals

Site Trustwide (Gloucestershire Royal Hospital & Cheltenham General Hospital) Town Gloucestershire Salary £25,760 - £27,476 (pa, pro rata if part time) Salary period Yearly Closing 23/11/2026 23:59

At Gloucestershire Hospitals, our people are at the heart of everything we do. As the county’s largest employer, we are proud to provide high-quality acute, elective, and specialist services to more than 650,000 people across our county. Our care is delivered across Gloucestershire Royal, Cheltenham General and Stroud Maternity Hospital.

With over 9,000 employees representing more than 95 nationalities, bringing together a mix of cultures and experiences to the care that we deliver. Whether you’re beginning your NHS journey or looking to take the next step in your career, this is an exciting time to join us. We’re investing heavily in innovation, research, and transformation, with more than 100 active clinical studies and major developments underway across our hospitals.

We take pride in working as one team, driven by a shared ambition to grow, develop, and continually improve. Every contribution is valued and by combining our collective strengths, we support not only our diverse communities but 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.

We are committed to fostering an inclusive environment where everyone feels they belong. By joining our Trust, you will benefit from a comprehensive package that includes flexible working opportunities, generous annual leave, the NHS pension scheme, competitive bank rates, local discounts, access to on-site nurseries, reduced public transport costs, reward and recognition schemes and a wide range of health and wellbeing initiatives.

Be part of Gloucestershire Hospitals, explore your future with us today.

Job overview

Medical Secretary, Band 3 (37.5 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.

Working for our organisation

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.

Detailed job description and main responsibilities

The medical secretary is responsible for:

• 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 utilised 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 clinician’s 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 Trust’s 8 week annual/study leave policy.

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.

You will only be contacted by the Recruitment Team via email if you are shortlisted for this post. Please ensure therefore that you check your e-mail account regularly.

IMPORTANT: If you require sponsorship in order to apply for this role, eligibility is subject to your individual circumstances ie. current/previous visa status and the relevant salary threshold. We cannot make that assessment for each individual at this stage, therefore we advise those that may require sponsorship to ensure they have self assessed and thoroughly understood their eligibility using the Home Office guidance here - UK Visas and Immigration - GOV.UK

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
• Typing Qualification or relevant experience
• IT capable to ensure proficient use of hospital computer systems
• Excellent presentational, communication and interpersonal skills