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  • Job
    Full-time
    Junior & Mid Level
  • People, HR & Administration
    Healthcare

AI generated summary

  • You must provide confidential admin support, manage correspondence, book appointments, maintain records, organize meetings, and prioritize tasks effectively while assisting staff and ensuring accuracy.
  • You will provide secretarial support, manage appointments, handle correspondence, maintain patient data, organize meetings, and assist colleagues while ensuring timely and accurate operations.

Requirements

  • To provide a full range of confidential secretarial/administrative support to supporting clinical staff, working with minimal supervision
  • To undertake typing and distribution of clinical and other patient related and general correspondence, dictated by Consultants and supporting clinical staff, to achieve Trust standards of accuracy and timeliness
  • To be the point of contact for staff, patients and others within and outside the organisation, responding to external and internal telephone enquiries, taking appropriate and timely action required, including making appointments, giving non clinical advice, onward referral to relevant department etc
  • To receive and respond to internal and external correspondence, taking appropriate and timely action as required, in accordance with Trust and/or departmental standards and processes
  • To book investigations and any necessary follow-up appointments, as directed by clinical staff, ensuring test results are presented to medical staff on receipt, where these are not available electronically
  • To maintain accurate patient and GP details on the Trusts central and local Patient Administration and Clinical Systems, as required
  • To ensure patient information is bar-coded correctly for scanning into the electronic clinical document management system ECDMS
  • To manage electronic diaries, as required
  • To support arrangement of on call rotas, as required
  • To organise meetings, including arranging venues, preparing agendas, collating and issuing papers and attending for taking and production of minutes, as required
  • To operate efficient and up-to-date administrative systems and processes for all office tasks
  • To maintain accurate and timely data entry to databases to meet service requirements
  • To prioritise own workload to meet the needs of the patients and Consultants and ensure all deadlines are met
  • To support new and/or less experienced staff, as directed by line manager/head of service
  • To provide cover as required during absence of colleagues

Responsibilities

  • To provide a full range of confidential secretarial/administrative support to supporting clinical staff, working with minimal supervision
  • To undertake typing and distribution of clinical and other patient related and general correspondence, dictated by Consultants and supporting clinical staff, to achieve Trust standards of accuracy and timeliness
  • To be the point of contact for staff, patients and others within and outside the organisation, responding to external and internal telephone enquiries, taking appropriate and timely action required, including making appointments, giving non clinical advice, onward referral to relevant department etc
  • To receive and respond to internal and external correspondence, taking appropriate and timely action as required, in accordance with Trust and/or departmental standards and processes
  • To book investigations and any necessary follow-up appointments, as directed by clinical staff, ensuring test results are presented to medical staff on receipt, where these are not available electronically
  • To maintain accurate patient and GP details on the Trusts central and local Patient Administration and Clinical Systems, as required
  • To ensure patient information is bar-coded correctly for scanning into the electronic clinical document management system ECDMS
  • To manage electronic diaries, as required
  • To support arrangement of on call rotas, as required
  • To organise meetings, including arranging venues, preparing agendas, collating and issuing papers and attending for taking and production of minutes, as required
  • To operate efficient and up-to-date administrative systems and processes for all office tasks
  • To maintain accurate and timely data entry to databases to meet service requirements
  • To prioritise own workload to meet the needs of the patients and Consultants and ensure all deadlines are met
  • To support new and/or less experienced staff, as directed by line manager/head of service
  • To provide cover as required during absence of colleagues

FAQs

What are the main responsibilities of a Medical Secretary?

The main responsibilities include providing confidential secretarial and administrative support to clinical staff, managing correspondence, booking appointments and investigations, maintaining patient records, and organizing meetings.

What is the required level of supervision for this position?

The Medical Secretary is expected to work with minimal supervision.

How will I communicate with patients and other staff?

You will be the point of contact for staff, patients, and others, responding to telephone inquiries and handling correspondence.

What kind of correspondence will I be handling?

You will handle clinical and patient-related correspondence, as well as general administrative communication as directed by Consultants and clinical staff.

Will I be responsible for scheduling appointments?

Yes, you will be responsible for making appointments and booking investigations as directed by clinical staff.

How is patient information managed in this role?

You will maintain accurate patient and GP details in the Trust's central and local Patient Administration and Clinical Systems.

What kind of software or systems will I need to use?

You will operate electronic clinical document management systems, manage electronic diaries, and maintain databases for data entry.

Will I need to take minutes at meetings?

Yes, you may be required to attend meetings to take and produce minutes.

How should I prioritize my workload?

You are expected to prioritize your workload to meet the needs of patients and Consultants, ensuring all deadlines are met.

Is there a training component for new staff members?

Yes, you will support new and/or less experienced staff as directed by your line manager or head of service.

What happens if a colleague is absent?

You may be required to provide cover during the absence of colleagues.

#TeamCDDFT

Science & Healthcare
Industry
5001-10,000
Employees
2001
Founded Year

Mission & Purpose

University Hospital of North Durham, part of the County Durham and Darlington NHS Foundation Trust, provides a range of healthcare services, including emergency care, surgical treatments, and specialist services. Its mission is to deliver high-quality, patient-centered care while promoting health and well-being in the community. The hospital focuses on offering safe, effective, and compassionate care to meet the diverse needs of its patients.