Medical Secretary

  • Location
    Manchester, Manchester
  • Salary
  • Job type
  • Industry
    Defence and Military
  • External Reference
  • Category
    Medical & Health - Medical Secretary

Urgent requirement for a medical secretary to work in Wythenshawe on an ongoing assignment

Job Purpose

The post-holder is responsible for providing day to day secretarial and administrative services employing advanced audio typing skills with the use of medical terminology. The post-holder will be required to follow policies and procedures and communicate effectively as appropriate. The post-holder may be required to assist/supervise junior office staff as appropriate.


  1. Sorting and distribution of incoming mail both electronic and paper form, ensuring all supporting documentation i.e notes, x-rays and results are available for the medical staff to review.

  2. Use judgement when liaising with medical team/s on urgent matters.

  3. Routine processing of letters, reports and materials ensuring Trust and departmental deadlines are met.

  4. Ensuring urgent matters are brought to the attention of the appropriate person in a timely fashion reporting any problems or issues to senior staff and seeking clarification if unsure of procedure/s.

  5. Responsible for the timely processing of referrals, involving the prioritising by medical staff and ensuring that the 2/52 cancer target is met where appropriate.

  6. Arranging urgent admissions ensuring all appropriate records are available.

  7. Arranging investigations/appointments within the Trust and outside as and when required.

  8. The post-holder would be expected to demonstrate office procedures to new staff.

  9. The post-holder would be expected to commit to on the job learning, where necessary i.e. expansion of medical terminology knowledge, relevant policies and procedures.

  10. Liaising with GP's regarding referral/results to ensure that the minimum data set is recorded on the PAS.

  11. Maintain a pending file of patients awaiting investigation results chasing up outstanding results as and when necessary. Ensuring that all documents are present and correct in time for clinic appointments.

  12. Filing investigation reports post review and sign off by the medical teams.

  13. Arranging meetings and diary management, re-arranging where necessary, this may include junior staff.

  14. Taking and transcribing of formal minutes.

  15. Data entry and the updating of spreadsheets.

  16. Maintaining a bring-forward file and ensuring appropriate papers are available for meetings.

  17. Dealing promptly with a wide range of enquiries from staff and patients, both orally and in writing and communicating appropriately thereafter, flagging up to line manager unresolved issues/problems as they arise.

  18. Dealing with all patients and their relatives/carers in a caring and professional manner, providing admission/appointment information where appropriate.

  19. Dealing with the waiting lists of the Consultant / clinical team as and when required.

  20. The post-holder would be expect to make decisions around over/under booking of clinics in line with Trust policies. To do this, a good understanding of how clinic and theatre lists operate is required. To participate in ensuring these are booked efficiently and are working effectively.

  21. Monitoring and maintaining waiting lists in conjunction with the waiting list clerks.

  22. Maintaining stationery stock and dealing with repair/maintenance of office equipment.

  23. Undertaking routine clerical duties and any other tasks relevant to the role as requested as and when required.

  24. Follow departmental Standard Operation Procedures (SOP's).

  25. Follow the Trust's OP DNA policy, considering any departmental guidelines.

  26. Complying with the Data Protection Act and Caldicott guidelines in relation to confidential data.

  27. Cross cover of colleagues and co-ordination of leave in line with the dept/divisional arrangements.

  28. Attendance at training events that may be relevant in the execution of your duties.

  29. The post-holder may be expected to actively participate in department audits by data gathering or sorting as and when required.

  30. To undertake any other duties which is deemed appropriate to the band when requested by Senior Staff

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To speak to a recruitment expert please contact Linda Reynolds