Medical Secretary T & O B4

Transformationunitgm; Guildford; On-site; GBP 27,000 - 31,000; Full time

Job summary

A leading NHS Trust in Guildford is seeking a dedicated Medical Secretary to provide comprehensive administrative support within the Trauma & Orthopaedics department. The ideal candidate will excel in communication and organization, play a vital role in patient care, and maintain high standards in service delivery. Join a supportive team that values professional development and recognizes the contributions of each member. This role offers a competitive salary aligned with NHS banding and the opportunity to impact patient care directly.

Benefits

Comprehensive health and wellbeing program

Commitment to professional development

Competitive pay aligned with NHS banding

Qualifications

• Experience in an acute hospital environment as a medical secretary.
• RSA II or equivalent in word processing/audio typing.
• Knowledge of basic anatomy and physiology.

Responsibilities

• Undertake a full range of secretarial duties for consultants and their team.
• Produce and deliver patient clinic letters and correspondence.
• Liaise with other departments and coordinate patient appointments.

Skills

Organisational skills

Communication

Adaptability

Education

Good general standard of education to GCSE level or equivalent

Medical secretarial qualification (BSMS Certificate) or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

PowerPoint

Job description

Employer Royal Surrey NHS Foundation Trust Employer type NHS Site Royal Surrey NHS Foundation Trust Town Guildford Salary £27,857 - £30,570 (per annum) pro-rata -including high cost area supplements (HCAS) Salary period Yearly Closing 06/07/2025 23:59

Medical Secretary T & O B4

AfC Band 4

Job overview

The Trauma & Orthopaedics department are looking for an efficient, organised and experienced individual to join our busy Medical Secretary team.

We are looking for an individual who is organised, adaptable and able to communicate effectively with patients, clinicians and other staff within the department. You will be responsible for the day to day administration linked to consultant-led clinics, including reviewing of clinical letters, appointment validation and conversing with patients. The role will also include elements of appointment scheduling, as well as cross cover for other secretaries and admin staff as required.

Main duties of the job

We are looking for someone who will bring a positive attitude and enthusiasm to the role as well as an individual who will have the confidence to work autonomously once trained. The applicant must be able to work well as part of a team to ensure the service runs efficiently and productively.

To provide a full range of reception, medical secretarial services to the Trauma and Orthopaedics team, including full organisational support.

To work autonomously within and as part of a team demonstrating efficient organisation to provide an effective service to the Consultant(s) and their teams.

To ensure procedures and working practices are in place and adhered to, so that the

Specialty and Trust can deliver a service that meets the standards and targets that have been set.

To provide a considerate, patient focused service in all dealings with patients and with staff around the hospital and throughout the whole system.

Working for our organisation

Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.

We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.

The Care Quality Commission (CQC) have given us an overall rating of Outstanding.

Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.

Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.

Detailed job description and main responsibilities

Please refer to the job description for further details about the role

General Duties

· To undertake a full range of secretarial duties for consultants and their team.

· To produce and deliver patient clinic letters and other correspondence to NHS England guidelines, using audio typing and/or dedicated software.

· Request records/notes to required timeframes.

· Ensure efficient filing and information tracking systems are adhered to, providing continuity of care, including electronic case note tracking.

· To deal with all telephone, answerphone, post or email queries, on a daily basis to required timeframes and prioritise as necessary to ensure consultants and their team are aware of urgent results and information. Updating necessary systems as required.

· Ensure new referrals are processed to requirements ensuring new referrals are promptly seen/treated in line within the current guidelines.

· Maintain and monitor an investigation tracker demonstrating progress to resolution.

· Arrange New & Follow Ups appointments as required.

· Oversee preparation or review of relevant notes, results and scans for clinics. Use initiative to obtain missing details, results and x-rays.

· Regulate outpatient clinics as required.

· To liaise with other departments within the hospital, liaise and coordinate with GP practice staff and staff in other hospitals, as required.

Managing Targets

· Ensure patient correspondence is managed and actioned within NHS England guidelines, whether to the patient or GP.

· To understand the full patient pathway, and the impact of local decisions on this pathway by having thorough knowledge of working practices, medical treatments, associated specialty(ies) and departments.

· Understand and work to achieve the national and local standards and guidelines for patient care (e.g. RTT targets). Investigate or facilitate access to records, as required to assess status.

· To play a key role in establishing and implementing local policies and procedures that ensure working practices meet the above standards/targets and is centred around the patient.

· Collect and capture audit data as required.

· Monitor Missing Outcomes and update records or facilitate information to be updated within monthly target dates.

· Assist General/Specialty/Office Manager or Consultant with statistics and information requirements on spreadsheets and power point presentations.

· Assist Consultants and Specialty Manager/Assistant Specialty Manager in Crisis

· Management as required (such as Pandemic changes).

· Liaise with Validators as required.

· To make arrangements relating to patient appointments

· To take all telephone calls from patients, relatives members of the public and other professional organisations in an efficient, tactful and compassionate manner.

· Listen to and manage patient concerns. This involves listening to and as far as possible resolving situations that can be highly distressing to patients/relatives who may be upset, angry or concerned.

· Provide information to patients as agreed with the consultant, and in close collaboration with the team.

· Understand the implications of Patient Choice and electronic booking and proactively manage changes that will need to be incurred in the specialty.

· Understanding of the complaints procedure and use initiative to resolve complaints from patients and any other individuals as far as possible. Escalate outstanding concerns as required.

· Send out information leaflets where appropriate and provide telephone information/advice to patients as agreed within the team and in accordance with guidelines.

Person specification

Qualifications

• Good general standard of education to GCSE level or equivalent including English.
• RSA II or equivalent in word processing/audio typing RSA III, Medical secretarial qualification (BSMS Certificate) or equivalent.

Knowledge

• Working knowledge of a range of software packages e.g. Microsoft Word, Excel, Access and PowerPoint.
• Experience of working in busy environment.
• Experience of working with the general public effectively.
• Experience of undertaking diary management.
• Knowledge of basic anatomy and physiology.
• Broad knowledge of medical terminology.
• Detailed knowledge of patient pathways and advanced medical terminology in own area of work.
• Experience of mentoring, training or supervising others.
• Awareness and understanding of NHS issues.
• Good spelling and grammar.
• Working knowledge of NHS systems.
• Experience of planning and booking appointments.
• Experience in an acute hospital environment as a medical secretary.

Employer certification / accreditation badges

You must have appropriate UK professional registration.

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Rebecca kenyon Job title Speciality Manager Email address [e-mail] Telephone number 01483 571122 Additional information

For an informal discussion and more information on the role, please contact-
ext 4543 or email