Paediatric Medical Secretary

NHS; Manchester; On-site; GBP 24,000 - 27,000; Full time

Job summary

A leading NHS Trust in Manchester is seeking a Paediatric Medical Secretary to maintain patient records and manage communications. Candidates should have substantial administrative experience, proficiency in MS Office, and excellent verbal and written communication skills. The role offers an annual salary between £24,937 and £26,598, pro rata, in a supportive environment committed to diversity and inclusion.

Qualifications

• Substantial experience in a similar administrative role.
• Experience of providing good quality customer care.
• Experience in diary management and meeting management.

Responsibilities

• Maintain up to date patient electronic records using Hive System.
• Manage communications from staff, patients, and external departments.
• Follow Trust policies to arrange procedures and bookings.

Skills

Verbal communication skills

Written communication skills

Proficient in Excel

Proficient in Word

Competent using Microsoft Teams

Education

GCSE pass or equivalent in English and Maths

Tools

NHS systems

Electronic patient records

Finance systems

Job description

Manchester University NHS Foundation Trust

Paediatric Medical Secretary

The closing date is 30 September 2025

Maintain up to date patient electronic records using Hive System. To support effective patient management.

Manage the email account and actions arising from communications received via this, mail, and all other channels, including MS Teams.

Take messages and telephone calls from staff, patients, relatives and other liaison with internal and external departments or organisations and deal with their enquiries, referring on where required, providing reports and correspondence, and arranging outpatient appointments as necessary.

Proactively support patients to access MyMFT, championing its benefits within the department.

Liaison with Consultants, Nurse Practitioners, General Practitioners, and other Health Professionals.

Main duties of the job

Responsible for completing work in a timely manner consistent with departmental practice or protocol.

Work in a manner consistent with Trust and local policies and procedures, protocols etc.

Assist in the provision of specific tasks and audits required by the directorate. Ensuring annual leave etc is documented and actioned accordingly.

Follow Trust policies to arrange procedures, investigations, appointments, and admissions, and contribute to outpatient and inpatient waiting list processes for patients in liaison with other departments, including the Central Booking Team (CBT) as required.

Attendance at meetings to take minutes and log actions as required by the directorate.

Prepare stationery orders for authorisation by the Office Supervisor or Administration Manager.

To assist in any other reasonable duties required by the directorate.

Use of the electronic patient record (Hive).

About us

MFT is one of the largest NHS Trusts in England with a turnover of over £3bn. We are creating an exceptional integrated health & social care system for the 1 million patients who rely on our services every year.

Bringing together 10 hospitals & community services from across Manchester, Trafford & beyond, we champion collaborative working & transformation, encouraging our 30,000 workforce to pursue their most ambitious goals. We set standards that other Trusts seek to emulate so you'll benefit from a scale of opportunity that is nothing short of extraordinary.

We have created a digitally enabled organisation to improve clinical quality, patient & staff experience, operational effectiveness & driving research, and innovation through the introduction of Hive; our Electronic Patient Record system which launched in September 2022.

We are proud to be a major academic Research Centre & Education provider, providing you with a robust infrastructure to encourage and facilitate high-quality research programmes. We are also embarking on our Green Plan which sets out how MFT continues to play its part in making healthcare more sustainable.

At MFT, we create and foster a culture of inclusion and belonging, provide equal opportunities for career development that are fair, open, and transparent, protecting your health and wellbeing and shaping the future of our organisation together.

Job responsibilities

To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. Read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. It also contains critical information youll need to be aware of before you submit an application form.

Diversity Matters

MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team at [e-mail].

Were looking forward to hearing from you!

Person Specification

Qualifications

• GCSE pass or equivalent in English and Maths.

Experience

• Substantial experience in a similar administrative role
• Excellent verbal and written communication skills.
• Competent using Excel, Word, Microsoft Teams.
• Experience of providing good quality customer care.
• NHS Experience in a similar role.
• Experience of working with and using NHS systems / electronic patient records
• Experience ordering and receipting using finance systems.
• Experience of diary management and meeting management, including the provision of minutes and action logs.

Skills

• Able to prioritise work to meet deadlines whilst managing interruptions from staff/patients.
• Ability to work within a multi-disciplinary team.

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

Manchester University NHS Foundation Trust

£24,937 to £26,598 a year, per annum, pro rata