Patient Pathway Coordinator Medical Secretary

Sussexcommunity; Guildford; On-site; GBP 27,000 - 31,000; Part time

Job summary

An established healthcare provider is looking for a Patient Pathway Coordinator/Medical Secretary to join their Oesophago-Gastric Surgery team. This role is perfect for someone with strong interpersonal skills and a calm demeanor, providing vital support to consultants while managing patient communications and administrative tasks. The position requires proficiency in audio typing and Microsoft Office, along with a commitment to delivering compassionate patient care. Join a collaborative team dedicated to improving healthcare services and making a positive impact in the community.

Qualifications

• Experience in large, complex, multidisciplinary organisations.
• Proficiency in Microsoft Office Suite and patient administration systems.

Responsibilities

• Perform all secretarial duties for consultants and their teams.
• Manage patient communications and appointments efficiently.
• Provide comprehensive medical secretarial assistance.

Skills

Verbal communication

Interpersonal skills

Audio typing

Microsoft Office Suite

Diary management

Education

GCSE level or equivalent

RSA II in word processing/audio typing

Medical secretarial qualification

Tools

Cerner

ICE

Job description

Patient Pathway Coordinator Medical Secretary

Patient Pathway Co-ordinator/Medical Secretary, Oesophago-Gastric Surgery - (Band 4) - 22.5 hours per week

We are seeking an excellent secretary with strong interpersonal skills and a calm, methodical approach to provide secretarial and administrative support to Consultants in the Oesophago-Gastric specialty within our General Surgery department. The role is for 3 days a week.

Principle duties include audio typing, report typing, minute-taking, diary management, meeting arrangements, note retrieval, filing, post distribution, using hospital patient systems and databases, and liaising with healthcare professionals. The ideal candidate will have an excellent telephone manner, be courteous and efficient, and possess strong skills in Word, Excel, email communication, and electronic diary management.

Main duties of the job

Provide comprehensive medical secretarial assistance to consultants and their teams. Manage own workload efficiently, ensuring the smooth operation of the office. Work autonomously within a team, supporting the consultant's practice and team. Implement procedures and working practices to meet departmental and Trust standards and targets. Deliver a patient-focused service with professionalism and empathy in all interactions with patients and staff.

Support the Oesophago-Gastric (Upper GI) department with administrative tasks, managing workload, and coordinating office activities. Collaborate within the team to deliver high-quality service and patient care.

About us

Royal Surrey is a compassionate, collaborative Trust serving both acute and community needs. We value our 5000 colleagues and invest in their wellbeing and professional development. Our Trust provides integrated hospital and community services, including regional cancer care, with main hospital in Guildford and community sites at Milford, Haslemere, and Cranleigh. We also offer extensive adult community health services across Guildford and Waverley.

We are proud of our 'Good' CQC rating, with some services rated 'Outstanding'. We are committed to continuous improvement, investing over £45 million in facilities and equipment. Join us during this exciting period of growth and development.

Note: While not our usual practice, adverts may close early. We encourage prompt applications.

Watch our video about Royal Surrey: https://www.youtube.com/watch?v=5HsiGn9joTQ

Job responsibilities

Please refer to the full job description and person specification for detailed information.

1. Perform all secretarial duties for consultants and their teams.
2. Produce and send patient letters and correspondence via audio typing and software, ensuring adherence to Trust guidelines.
3. Manage post, faxes, emails, and results daily, prioritising urgent communications.
4. Handle new referrals, liaise with appointment staff and other healthcare professionals to ensure timely patient access.
5. Make appointments and coordinate with outpatient services and other specialties, informing the Assistant Specialty Manager of capacity issues.
6. Contribute to establishing and implementing local policies and procedures to meet standards and targets.
7. Manage patient concerns empathetically, including difficult conversations, and escalate as needed.
8. Understand and utilise the Trust's PALS and complaints procedures, resolving concerns where possible.
9. Organise clinic schedules around annual leave and cover arrangements, liaising with relevant staff.
10. Handle last-minute clinic changes and requirements efficiently.
11. Maintain filing and information tracking systems, including electronic case notes and patient information systems (e.g., Cerner, ICE).
12. Distribute information leaflets and provide telephone advice to patients as appropriate.
13. Provide cover during staff absences and support wider team activities.
14. Support changes in working practices across the department and Trust.
15. Perform any other duties appropriate to the role and grade.
16. Agree on a Personal Development Plan with your line manager.

Person Specification

Qualifications

• GCSE level or equivalent, including English
• RSA II or higher in word processing/audio typing; Medical secretarial qualification (BSMS certificate) or equivalent

Knowledge and Experience

• Excellent verbal communication and interpersonal skills
• Outstanding telephone manner
• Understanding of NHS priorities, guidelines, and targets
• Willingness to learn about patient pathways
• Awareness of NHS pressures
• Experience in large, complex, multidisciplinary organisations
• Experience with patient administration systems (e.g., Cerner, ICE)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access)
• Experience working in busy environments

Disclosure and Barring Service Check

This position is subject to a DBS check, in accordance with the Rehabilitation of Offenders Act (Exceptions Order) 1975.

Salary: £27,857 to £30,570 per annum, including High Cost Area Supplement (HCAS).