South Tyneside and Sunderland NHS Foundation Trust

Team Secretary

The closing date is 13 June 2025

Job summary

This is a 12 months fixed term post.

An exciting opportunity has arisen for a Team Secretary to support the General Surgery Directorate. You be an integral part of the team acting as a direct link between patients, Personal Medical Secretaries and Clinicians as well as being responsible for supporting clinicians day to day clinical commitments and to support with clinic on the day.

Applicants must have excellent organisational skills, be extremely efficient and be able to work under pressure as part of a large team and to tight deadlines.You must be able to prioritise and manage a busy workload and be committed to delivering the best care to patients. Level 2 literacy & numeracy GCSE Maths and English C or above or equivalent. NVQ level 2 business Admin/RSA II or equivalent are essential, you must have significant administration experience. You should have Knowledge of Microsoft Office Packages (including Outlook and Excel) this is essential.Applicants should be able to work under pressure and to tight deadlines, prioritise and manage a busy workload, excellent telephone manner and be committed to delivering the best care to patients.

Please note the Trust are not able to offer Skilled Worker Sponsorship for this role as it does not meet the UKVI threshold requirements. Applicants are requested to consider this when making their application. Please visit Gov.UK for further information.

Main duties of the job

To support the Persona Medical Secretaries and Consultants. To transcribe confidential medical correspondence from audio dictation, cashing up clinics, making appointments, negotiating diagnostic investigation and tests and communication to patients. Negotiating admission dates and booking of theatre lists and pre-assessment appointments. Validating of patient pathways in real time and dealing with queries from patients, GPs and other colleagues.

About us

Please help us by adding your telephone number to your application form this will allow us to contact you quickly if required.

One Team One Trust - There are many reasons to work at our Trust. From our commitment to putting people first to our accessible services and award winning teams. We have a passion for research, innovation and tackling inequalities. We are committed to respect, fairness and civility and promote a compassionate, caring and positive culture / working environment.

We welcome all applications irrespective of peoples race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups. Looking after our workforces health and wellbeing is a priority for STSFT. We also provide access to high quality education, training, career progression and support. Flexible working is supported via the Trust's Flexible Working Policy.

The Trust employs around 8,600 people and provides a range of hospital services to a local community of around 430,000 residents. We also provide a range of more specialised services outside this area, in some cases to a population as great as 860,000. We offer our staff outstanding benefits - Fitness Centre (SRH), libraries at both hospital sites, chaplaincy support and access to a Childcare Co-ordinator to help staff with childcare arrangements. The Trust will not accept applications which are found to be AI generated.

Date posted

30 May 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year 2025/26 pay award pending (£24,937-£26,598)

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

C9155-GSAC-0525-66

Job locations

Sunderland Royal Hospital

Kayll Road

Sunderland

SR47TP

Job description

Job responsibilities

PLEASE REFER TO THE ATTACHED JOB DESCRIPTION FOR FULL DUTIES OF THE ROLE.

To deliver secretarial support, as part of a team of Vascular team, including taking responsibility for:

Transcribe confidential medical correspondence and clinic letters from audio dictation and provide to the patient.
Booking appointments where appropriate <6 weeks.
Negotiating diagnostic investigations and tests and communicating to patient.
Negotiating admission or TCI date/time and communicating to patient.
Booking of theatre lists and pre-assessment appointments.
Validating the patients pathway in real time.
Completing all tasks (Cashing up) clinics in real time including booking out and outcomes.
To liaise with the Personal Medical Secretary and/or patient pathway Co-ordinators regarding the patients pathway and appointments and any instructions/outcomes from the clinic.
Dealing with patient queries and communicating with outside agencies such as GPs, schools, health visitors, coroner, social services, other hospitals etc.
Maintain databases as and when requested.

Job description

Job responsibilities

PLEASE REFER TO THE ATTACHED JOB DESCRIPTION FOR FULL DUTIES OF THE ROLE.

To deliver secretarial support, as part of a team of Vascular team, including taking responsibility for:

Transcribe confidential medical correspondence and clinic letters from audio dictation and provide to the patient.
Booking appointments where appropriate <6 weeks.
Negotiating diagnostic investigations and tests and communicating to patient.
Negotiating admission or TCI date/time and communicating to patient.
Booking of theatre lists and pre-assessment appointments.
Validating the patients pathway in real time.
Completing all tasks (Cashing up) clinics in real time including booking out and outcomes.
To liaise with the Personal Medical Secretary and/or patient pathway Co-ordinators regarding the patients pathway and appointments and any instructions/outcomes from the clinic.
Dealing with patient queries and communicating with outside agencies such as GPs, schools, health visitors, coroner, social services, other hospitals etc.
Maintain databases as and when requested.

Person Specification

Skills and Knowledge

Essential

IT expertise including advanced keyboard skills with touch typing.
Microsoft Office Packages e.g. Word, Outlook.
Communication skills.
Organisational skills.

Desirable

Use of Meditech PAS.

Qualifications

Essential

Level 2 literacy & numeracy GCSE Maths and English C or above, or equivalent.
NVQ Level 2 / RSA II Typewriting, Word processing or equivalent vocational experience which provides a working knowledge of audio typing and medical terminology.

Desirable

Knowledge of Meditech PAS.

Experience

Essential

Working in a busy office environment.
Communicating with people at all levels.
Previous medical administration experience.

Desirable

Previous NHS administration experience.
Previous patient pathway and RTT experience.

Physical Skills

Essential

Advanced keyboard skills.

Person Specification

Skills and Knowledge

Essential

IT expertise including advanced keyboard skills with touch typing.
Microsoft Office Packages e.g. Word, Outlook.
Communication skills.
Organisational skills.

Desirable

Use of Meditech PAS.

Qualifications

Essential

Level 2 literacy & numeracy GCSE Maths and English C or above, or equivalent.
NVQ Level 2 / RSA II Typewriting, Word processing or equivalent vocational experience which provides a working knowledge of audio typing and medical terminology.