Medical Secretary | North Tees and Hartlepool NHS Foundation Trust

North Tees & Hartlepool NHS Foundation Trust; Tees Valley; On-site; GBP 20,000 - 30,000; Full time

Job summary

A healthcare organization in Tees Valley seeks a skilled administrative support professional to provide comprehensive secretarial services to clinicians in the Respiratory department. The role includes managing schedules, maintaining patient records, and ensuring high-quality service. Ideal candidates will have strong organizational skills, experience in a clinical setting, and a commitment to confidentiality. This position offers opportunities for personal and professional development.

Benefits

Staff benefits

Opportunities for personal and professional development

Recognition programs

Qualifications

• Experience in providing administrative support in a clinical setting.
• Ability to prioritize workload and operate under pressure.
• Understanding of data protection and confidentiality requirements.

Responsibilities

• Provide secretarial support to clinicians and manage their schedules.
• Maintain patient records and organize patient referrals.
• Assist in the development of administrative services.

Skills

Organizational skills

Attention to detail

Empathy

Communication skills

Education

Relevant experience in administrative roles

Tools

Microsoft Office

Electronic diary management software

Job description

Overview

Provide a comprehensive secretarial and administrative support service to clinicians and their associated staff, following all relevant operational policies, procedures and work practices, to ensure the timely processing of all patient related information, including clinic letters, reports, referrals, appointments etc.

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

Adhere to organisational targets relating to waiting lists, patient referrals, elective admissions, etc. Take and typing minutes of meetings and typing of complex documents, discharges, clinic letters, reports, etc for clinicians using appropriate technologies.

Maintain the electronic diaries of clinicians, organising meetings, study leave, annual leave, etc, using appropriate technology. Oversee clinic lists, ensuring that clinics are cancelled when consultants are not available, seeking agreement from clinicians to make amendments to clinic lists (i.e. cancelling and overbooking patients) and amending clinician’s rotas where appropriate.

Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion. Organise and oversee the referral of patients to other departments/hospitals for further treatment/investigations/appointments in accordance with clinician’s instructions.

This role is supporting consultants/clinicians in the Respiratory department at University Hospital Tees, primarily based at UHNT, but cross site if service needs require.

Establish and maintain an effective file and ‘bring forward’ system for work related documentation to facilitate the timely processing of results, responses, information, correspondence and documents. Organise and oversee the arrangements for chasing investigation reports, and bringing the results of key importance or abnormality to the relevant clinician. Organising the processing of investigation results of key importance or abnormality in accordance with clinician’s instructions and the filing of reports in case notes in a timely manner. Organise and oversee the referral of patients to other departments/hospitals for further treatment/investigations/appointments in accordance with clinician’s instructions.

Be proactive in the development of administrative services to support clinical 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 Leader, ensuring that an effective and efficient service is maintained. Assist in the appraisal process and training and development of support staff in their work area by giving appropriate feedback to Admin Team Leaders. Assist in the promotion of a healthy, safe and secure working environment for the work team. Assist the Admin Team Leader 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.

About the role

This role supports consultants/clinicians in the Respiratory department at University Hospital Tees, primarily based at UHNT, with cross-site work as required.

Organisation

North Tees & Hartlepool NHS Foundation Trust is committed to providing safe, high-quality care to patients and to creating an inclusive, supportive workplace with health and wellbeing initiatives, staff benefits and opportunities for personal and professional development. Staff recognition includes Star and Team of the Month, colleague recognition, Managers Awards, Shining Stars and Service Awards. We recruit for values and “Together we are North Tees & Hartlepool”.

Provide a comprehensive secretarial and administrative support service to clinicians and their associated staff, following all relevant operational policies, procedures and work practices, to ensure the timely processing of all patient related information, including clinic letters, reports, referrals, appointments etc.

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

Adhere to organisational targets relating to waiting lists, patient referrals, elective admissions etc. Taking and typing minutes of meetings and typing of complex documents, discharges, clinic letters, reports, etc for clinicians using appropriate technologies.

Maintain the electronic diaries of clinicians, organising meetings, study leave, annual leave, etc, using appropriate technology. Oversee clinic lists, ensuring that clinics are cancelled when consultants are not available, seeking agreement from clinicians to make amendments to clinic lists (i.e. cancelling and overbooking patients) and amending clinician’s rotas where appropriate. Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion, taking accurate written messages and passing information to clinicians as directed.

Deal with complex incoming post bringing information to the attention of clinicians and processing as directed. Establish and maintain an effective file and ‘bring forward’ system for work related documentation to facilitate the timely processing of results, responses, information, correspondence and documents. Organise and oversee the arrangements for chasing investigation reports, and bringing the results of key importance or abnormality to the relevant clinician. Organising the processing of investigation results of key importance or abnormality in accordance with clinician’s instructions and the filing of reports in case notes in a timely manner. Organise and oversee the referral of patients to other departments/hospitals for further treatment/investigations/appointments in accordance with clinician’s instructions. Be proactive in the development of administrative services to support clinical activity and assist in the continuous assessment and review of administrative working practices and procedures.

Please note: This advert closes on Tuesday 16 Sep 2025.