Support Secretary / Admin Clerk | The Christie NHS Foundation Trust

The Christie NHS Foundation Trust; Manchester; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A leading NHS healthcare provider in Manchester seeks an enthusiastic individual for a secretarial role within the Central Services Directorate. The successful candidate will support medical secretaries, manage clinic templates, and maintain accurate patient records while providing a high standard of service. Candidates must possess excellent communication skills, strong typing abilities, and the capability to prioritize workloads. This is a hybrid position with a mix of on-site and remote work, contributing to a multidisciplinary team focused on patient care.

Benefits

Supportive working environment

Regular training opportunities

Qualifications

• Previous experience in a secretarial role is preferred.
• Ability to manage multiple tasks efficiently.
• Experience in maintaining patient confidentiality.

Responsibilities

• Provide comprehensive secretarial support to medical teams.
• Manage clinic templates and amend appointment slots.
• Handle audio typing and ensure timely document turnaround.
• Maintain accurate patient records and data entry.
• Support communication with patients and healthcare professionals.

Skills

Excellent communication skills

Strong typing skills

Ability to prioritise workload

Tools

Careflow

Job description

An exciting opportunity has arisen for an enthusiastic individual to become a part of the Central Services Directorate.

The successful candidate will provide a comprehensive and effective secretarial support service to the directorates’ secretarial teams across the Central Services Directorate to assist with the day-to-day clinic management of the clinic templates. To ensure secretarial duties are carried out to a high standard in order to meet patient needs and to ensure that Trust targets are always maintained. To keep accurate, up-to-date patient records; to type clinic annotations and letters and to help ensure that future appointments are made. The post will also require occasional admin support to the Subject to access legal team as and when required.

The successful candidate should have excellent communication skills, typing and be able to prioritise their workload.

To provide a comprehensive and effective integrated secretarial / Legal team admin support across the ‘directorates’ to assist with the day-to-day clinic management of the clinic templates and ensure secretarial duties are carried out to a high standard in order to meet patient needs and to ensure that deadlines are met at all times. To keep accurate, up-to-date patient records; to type clinic annotations and letters and to help ensure that future appointments are made. To cover when required the Legal team subject to access (SARs) requests.

The team is made up of 3 x Medical Secretaries/PA who provide support to 4 x Endocrinology consultants, Junior Doctors and the Senior Acute Oncology Team.

We work on a hybrid approach of on-site and home working. This is managed via a weekly rota and must meet the needs of the service. There may be occasions where we will ask you to be on site for your full hours during periods of absence.

The office is open plan, and you will be based with the Secretaries/PA and Support Secretary.

We offer a friendly environment and due to the nature of the Endocrinology and the Senior Adult Oncology Services the specialities work together as a team to enable a multidisciplinary approach.

DUTIES AND RESPONSIBILITIES

1. Works closely with the Medical Secretaries to provide comprehensive support for all clinical work within the directorate.
2. Work closely with clinicians to manage clinic templates including amending appointment slots, cancelling, reducing or adding new streams and adding ad hoc or new clinics onto the patient administration system (Careflow).
3. Audio typing of correspondence and results, ensuring tight turnaround times are met.
4. Is responsible for ensuring external correspondence is scanned efficiently into the patient electronic notes.
5. Appropriately disseminates a variety of correspondence/documentation across the department.
6. Requests and obtains case notes and x-rays/scans both internally and from other hospitals, using the agreed procedures.
7. Ensures accurate input of patient details when entering data onto information databases and the patient administration system (Careflow).
8. Routinely uses the case note tracking system to ensure all patient case notes are tracked to their location.
9. Support the Day Unit with the preparation of clinics.
10. Provides cover in times of absence.
11. Assists in ensuring timely delivery of notes to the appropriate department for out‑patient appointments and in‑patient admissions.
12. Assists in the registration of new patients to ensure they are seen within the cancer waiting time targets.
13. Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format.
14. Communicate with patients who may be anxious, angry or upset.
15. Exchange relevant information with GPs and other health professionals.
16. Deal compassionately with distressing situations.
17. Liaise with other members of staff regarding case notes and patient visits.
18. Maintain patient confidentiality at all times.
19. Always remain professional when communicating with people in various situations.
20. Undertakes other general office procedures, such as ordering stationery, opening and dispatching post, photocopying, printing etc.
21. Any other duties deemed necessary for the effective running of the services, and in accordance with the grade of this post.
22. Contributes to the training of new members of staff within a given area as required.
23. Work with the Assistant Operations Manager and Secretaries to improve quality and range of services, with resources being managed according to agreed policies and priorities.
24. To provide cross cover in periods of absence within the Administration Team and the wider Central Services Directorate.

This advert closes on Monday 22 Dec 2025.