REI Medical Secretary

Job description

Job responsibilities

Provide comprehensive secretarial and administrative support to consultant(s) and their medical teams. Prioritise workload efficiently, including printing letters and reports from MediSIGHT and managing clinic preparation and distribution. Complete daily outcome checks, ensuring all necessary follow-up actions (e.g. appointments, investigations, referrals, and waiting list updates) are completed accurately and promptly.

Maintain and regularly review PTL records. Handle telephone enquiries from patients, GPs, and external agencies using initiative within Trust policies. Ensure timely and accurate delivery of messages to the consultant team. Perform general office tasks such as note tracing, photocopying, and filing of results and correspondence.

Work independently, demonstrating adaptability and initiative to meet the changing needs of the team. Maintain an effective filing system, ensuring all correspondence is correctly saved on shared drives. Communicate effectively with colleagues and clinical staff to support smooth team function.

Support clinical audit responsibilities and manage outpatient referrals in line with Trusts Waiting List Policy. Provide cover during staff absences or busy periods. Ensure results are obtained, reviewed, and acted upon by the medical team in a timely manner and that all documentation is processed in line with Trust standards and stored appropriately on MediSIGHT.

Coordinate with peripheral hospitals and administrative teams to ensure timely registration and treatment of patients under consultant care. Assist with training and supervision of support staff and undertake any other duties appropriate to the post and grade.

Person Specification

Knowledge and experiance

Essential

• oPrevious demonstrable administrative experience
• oDemonstrable experience in the use of Microsoft packages i.e. Word, Excel, Power point.

Desirable

• oProven knowledge of patient management systems

Qualifications

Essential

• oNVQ Level 3 in Business and Administration or demonstrable equivalent experience

Desirable

• oTyping to RSA 3 (or above) standard or equivalent

APTITUDE & ABILITIES

Essential

• oExcellent communication and interpersonal skills.
• oAbility to work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines
• oAbility to accurately touch type and proof read documents quickly and accurately.
• oAbility to work calmly and methodically when under pressure from a busy and varied workload.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Royal Eye Infirmary

3 Alpha Way

Plymouth

PL6 5ZF

Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)