Medical Secretary - Ophthalmology Department

Integrated Care System; Torquay; On-site; GBP 20,000 - 26,000; Full time

Job summary

Integrated Care System is seeking a Medical Secretary for the Ophthalmology Department at Torbay and South Devon NHS Foundation Trust. The role involves secretarial duties for two Consultant Ophthalmologists, requiring proven audio typing skills and experience in medical record handling. Candidates should have excellent communication skills and the ability to work under pressure, with an emphasis on delivering high-quality administrative support.

Qualifications

• Proven secretarial experience with RSA 2 or similar.
• Experience in a medical setting preferred.
• Ability to work independently and as part of a team.

Responsibilities

• Manage the clinical diaries and appointments.
• Handle patient inquiries and maintain records confidentially.
• Provide administrative support to the Ophthalmology department.

Skills

Audio typing

Communication

Work under pressure

Education

Good Standard of Education GCSE / Equivalent

Typing to RSA II / OCR II

Tools

Microsoft software

Job description

Go back Torbay and South Devon NHS Foundation Trust

Medical Secretary - Ophthalmology Department

The closing date is 05 August 2025

We are looking for a new and enthusiastic member of staff to join our existing Ophthalmology secretarial team.

You will be responsible for looking after two Consultant Ophthalmologists and their associated teams.

This role is for 4 months in the first instance with a view to becoming permanent in the future.

The ideal candidate must have proven secretarial experience with RSA 2 or similar, experience of audio typing, working with patient's records and using a hospital database such as PAS, Infoflex, E-Referral and using Microsoft applications.

We would expect the candidates to have proven experience of working in a similar role within the NHS and of working under pressure.

If you are a good communicator and can work both independently and as part of team we would like to hear from you.

Suitable applicants will be asked to undertake an audio typing and grammar test at interview.

Main duties of the job

• To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GP's and other external agencies.
• This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care.
• To ensure all results of tests and investigations are tracked effectively, shown to the relevant consultant promptly and to undertake appropriate action as instructed.
• To independently deal with patient/carer telephone calls and enquiries in an efficient, sensitive and confidential manner, exercising judgement to analyse and resolve any problems and referring on to the clinician as appropriate.
• Clinical diaries (both paper and electronic) are to be maintained and checked against the published timetables. Discretion and initiative used when arranging meetings and appointments for patients, relatives and others. To ensure that arrangements regarding medical staff leave and cover arrangements are circulated appropriately and that clinical activities are amended accordingly.
• To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
• To plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leaders.

About us

The Ophthalmology department consists of 13 Consultant Ophthalmologists, 2 Associate Specialists and 1 specialty doctor.

There are also junior doctors ranging from ST1s to ST8s including Belgium Fellows.

The Orthoptic department consists of 1 Head Orthoptists and an orthoptist/optomotrist team; as well as Allied Health Professionals and Specialist Nurses.

The department is supported by a Practice Manager, 2 Admin Team Leaders, 1 Eye Surgery Unit supervisor, a team of B3 and B2 secretaries plus B2 receptionists/admissions clerks.

The Ophthalmology service is very busy and the admin teams are key to ensure things run smoothly and efficiently.

It is therefore imperative that each member of the team works well under pressure and as a team player but equally as important that they are able to work independently and prioritise workload effectively.

One of the main rewards of this role is knowing you have made a difference and enhanced a patient's experience within the Ophthalmology Department.

Why work with us - 1 (pagetiger.com)

Job responsibilities

• To ensure relevant training is completed in order to use Trust IT computer systems
• To provide cover for the medical secretaries and other members of the secretarial and administration team as required
• To support the delivery of agreed service outcomes
• Ensure appropriate follow up is actioned i.e. outpatient appointments,investigations, patients added to waiting lists, referrals to other departmentsetc.
• To train and support new/less experienced staff within the team
• To provide comprehensive and high quality secretarial, administrative and clerical support to the department ensuring an effective and efficient service is delivered.
• To support the Admin Team Leaders to undertake change management.
• To ensure that patients are treated with courtesy, dignity and respect.
• Please refer to your suitability to the post in your supporting information from the role requirements or person specification.

Person Specification

essential and desirable

• Good Standard of Education GCSE / Equivalent
• Typing to RSA II / OCR II (WPM 40)
• Experience of Secretarial /Admin Duties
• Knowledge of Microsoft software
• Able to communicate effectively with all
• Customer Care
• Ability to work on own initiative & Part of a team
• Knowledge of Trust patient admin systems
• Understand RTT
• Medical Terminology
• Previously working in a hospital / medical setting

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

Torbay and South Devon NHS Foundation Trust