Medical Secretary | Bedfordshire Hospitals NHS Foundation Trust

www.findapprenticeship.service.gov.uk - Jobboard; England; On-site; GBP 24,000 - 30,000; Full time

Job summary

A prominent NHS Trust in the UK seeks a Key Departmental Secretary for the Obstetrics and Gynaecology department. This role involves providing comprehensive support to consultants and clinicians, managing communications, and coordinating patient appointments. Ideal candidates should possess strong organizational skills, empathy, and the ability to handle sensitive situations. Join a dedicated team committed to delivering exceptional patient care.

Benefits

Access to high quality training and development

Supportive team environment

Qualifications

• Experience in a healthcare or administrative role preferred.
• Ability to handle sensitive information with discretion.
• Excellent interpersonal skills to interact with patients and staff.

Responsibilities

• Serve as a communication hub for medical and healthcare staff.
• Manage incoming correspondence and prioritize effectively.
• Coordinate with the bookings team to arrange patient appointments.
• Maintain electronic diaries for the team and manage office supplies.

Skills

Organizational skills

Communication skills

Problem-solving skills

Empathy

Tools

iPM system

BigHand

Job description

Join Our Team as a Key Departmental Secretary in Obstetrics and Gynaecology!

Are you someone who thrives in a fast-paced environment and loves being the go-to person who keeps everything running smoothly? In this vital role, you’ll provide comprehensive secretarial support to our Obstetrics and Gynaecology Consultants, specialist nurses, and clinicians — becoming an essential part of a compassionate and dedicated team.

You’ll often work independently, using your initiative and problem-solving skills to handle enquiries and ensure seamless office operations, especially when clinicians are unavailable. Your excellent communication skills will shine as you connect with patients, families, medical professionals, and allied health colleagues — always delivering a warm, professional, and efficient service that meets the needs of our patients.

If you’re organized, proactive, and ready to make a real difference behind the scenes, this role offers an exciting opportunity to be at the heart of a dynamic healthcare team.

Key Responsibilities:
• Serve as a vital communication hub for all medical, professional, and allied healthcare staff both within the Trust and with external organisations. Use your judgement and expertise to ensure enquiries are handled smoothly and effectively, facilitating successful outcomes for everyone involved.
• Handle sensitive conversations with patients and relatives thoughtfully and discreetly, demonstrating tact, patience, and empathy—especially when delivering difficult or confidential information.
• Work independently to manage incoming mail and emails, sorting, distributing, and prioritising correspondence with sound judgement. Decide when to escalate matters to clinicians or redirect to other departments, always using your initiative to keep things moving efficiently.
• Coordinate closely with the bookings team to arrange timely appointments for patients on Referral to Treatment (RTT) or cancer pathways, supporting seamless patient care.
• Actively support the progress of patient pathways—especially those on the cancer pathway—to ensure all targets and deadlines are met, working alongside the Clinical Nurse Specialist and Service Manager.
• Assist in maintaining the 18-week RTT and Suspected Cancer pathways by providing up-to-date and timely information, playing a crucial role in meeting required service standards.
• Manage typing and processing of outstanding correspondence through BigHand, proactively chasing approvals, results, and investigations to keep clinicians informed and actions on track.
• Maintain electronic diaries for the team, expertly organising appointments, meetings, and office arrangements to keep the department running smoothly.
• Oversee ordering and stock levels of office equipment and stationery to ensure the team is well-equipped at all times.
• Communicate promptly any changes to consultant availability, keeping relevant staff informed and services running without interruption.
• Use the iPM system for patient enquiries, data entry, and tracking hospital case notes, ensuring accurate and efficient record-keeping.
• Provide flexible support by assisting colleagues with their workload during periods of leave, fostering a collaborative and supportive team environment.

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Our values

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job

Please see attached documents below for more information of Job Description and Person Specification.


This advert closes on Thursday 14 Aug 2025