Stroke Services Medical Secretary

Oxleas NHS Foundation Trust; Luton; On-site; GBP 25,000 - 30,000; Full time

Job summary

A healthcare organization in Luton is seeking a dedicated Secretary to support clinicians and coordinate patient communication. The ideal candidate will have experience in an NHS environment, proficiency in Microsoft Office, and excellent organizational skills. Responsibilities include managing correspondence, coordinating clinics, and supporting audits. This role requires empathy and the ability to work under pressure.

Qualifications

• Experience in a busy NHS secretarial environment.
• Knowledge of NHS systems, medical terminology, and RTT targets.
• Ability to manage correspondence with discretion.

Responsibilities

• Provide secretarial support to clinicians and specialists.
• Coordinate clinic schedules and patient referrals.
• Manage communication with patients and external organizations.
• Assist with audits and data collection.

Skills

Communication skills

Organizational skills

Empathy

Microsoft Office proficiency

Ability to work under pressure

Education

GCSE level or equivalent including English and Maths

Job description

Job overview

The post holder will provide comprehensive secretarial support to consultants, specialist nurses, and clinicians, ensuring smooth office operations. The role requires excellent communication skills to liaise with patients, relatives, and healthcare professionals, maintaining high standards of service.

Main duties

• Manage communication with discretion and empathy for consultants, patients, and external organizations.
• Handle workload independently, chase actions, and manage correspondence.
• Coordinate clinics, bookings, and clinician availability.
• Support 18-week RTT pathways, e-RS referrals, and inpatient requests.
• Maintain clinician diaries, book meetings, and organize room use.
• Type and dispatch clinical correspondence within Trust timeframes.
• Book patient procedures and prepare necessary documentation.
• Scan documents into patient records accurately.
• Assist with audits and data collection for service development.
• Order supplies and organize meetings, including minute-taking.
• Support SOPs and administrative improvements.
• Manage department intranet and webpage updates.
• Provide flexible support across projects and daily operations.

Working for our organisation

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to around 700,000 residents across Bedfordshire. The Trust offers key services such as A&E, maternity, and paediatrics, and is committed to staff development and high-quality patient care.

Our values

We recruit individuals demonstrating behaviors aligned with our core values, promoting inclusivity, equality, and diversity. Sufficient applications may close vacancies early. All staff undergo a 6-month probation. Travel between hospital sites may be required.

Responsibilities

• Act as the main contact for clinicians, patients, and external bodies.
• Handle communication professionally, with discretion and empathy.
• Manage workload, chase outstanding actions, and handle correspondence.
• Coordinate clinic schedules and manage referrals via electronic systems.
• Support RTT pathways by updating and chasing clinical information.
• Maintain clinicians’ diaries and organize meetings.
• Type and dispatch clinical correspondence promptly.
• Review urgent referrals and coordinate patient procedures.
• Scan documents into electronic records accurately.
• Support audits and data collection efforts.
• Order supplies and support meeting arrangements.
• Implement policies and support continuous improvement.
• Ensure administrative cover and support staff training and induction.
• Maintain the department’s intranet and webpage content.
• Undertake any other duties to support the department’s needs.

Person specification

• Educated to GCSE level or equivalent, including English and Maths.
• Experience in a busy NHS secretarial environment.
• Proficiency in Microsoft Office and data management.
• Excellent communication and organizational skills.
• Ability to work under pressure and to deadlines.
• Knowledge of NHS systems, medical terminology, and RTT targets.
• Empathy and tact in patient interactions.
• Team-oriented with a supportive attitude.

Note: The role involves contact with vulnerable individuals and is subject to DBS checks.