Medical Secretary, Band 3

Gloucestershire Hospitals NHS Foundation Trust; Gloucestershire Science & Technology Park; On-site; GBP 26,000 - 27,000; Full time

Job summary

Gloucestershire Hospitals NHS Foundation Trust is looking for a Medical Secretary (Band 3) to provide confidential, professional secretarial support to the Gastroenterology team and secretarial colleagues. The role covers diary management, patient communications, and administrative duties to ensure high-quality patient care.

The post is permanent, full-time (37.5 hours) with a salary of £25,760–£27,476 per year.

Qualifications

• GCSE level C or above in literacy and numeracy.
• NVQ level three in administration or equivalent experience.
• Understanding medical terminology is essential.
• IT experience with Microsoft Office packages.

Responsibilities

• Provide comprehensive secretarial and administrative support to the clinical team.
• Coordinate patient pathways and appointments, investigations, procedures, and follow-up care.
• Manage waiting lists and clinic capacity, escalate delays and breaches as needed.
• Support diary management, meetings, and governance activities.
• Respond professionally to patient and external queries and assist with service improvements.

Skills

Medical terminology

Typing

Interpersonal skills

Communication skills

IT literacy

Education

GCSE grade C in literacy and numeracy

NVQ level 3 in administration

Tools

Microsoft Office

Job description

Gloucestershire Hospitals NHS Foundation Trust

Medical Secretary, Band 3

The closing date is 23 November 2026

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.

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

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 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
• Typing Qualification or relevant experience
• 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

Full-time

Reference number

318-26-T0678-B(e)

Job locations