Job summary
Medical Secretary
Department: Imaging
Band: 4
Hours: 37.5 hours per week, all MKUH roles will be considered for flexible working
You will be responsible for providing an efficient and effective secretarial service to the Radiologists in the Imaging department.
You will be working as part of a secretarial team as well as providing general administrative support to the department. This is a challenging roll but if you are a bright, enthusiastic, highly motivated individual who likes to be kept busy, this could be the post for you.
The successful applicants will have excellent communication skills. Enjoy working as part of a team and ideally will have had previous experience of working with the public. A flexible approach to the needs of the department is essential.
Please note that this post is subject to an initial probationary period on six months, extendable up to a period of 12 months. A DBS check may be required for new employees. MKUH promotes an inclusive workforce and proactively welcomes applications from underrepresented groups in our community.
Interview date: 02/10/2025
Main duties of the job
We care We communicate We collaborate We contribute
They feel supported in their employers making reasonable adjustments to help them carry out their work, rating an 82.9% (NHS Survey, 2024)
To provide high-quality support to the consultant radiologists, speciality doctors in radiology and advanced reporting practitioners to facilitate smooth runningof imaging department.
To undertake a full range of secretarial duties including typing reports and correspondence, dealing with telephone/e-mail enquiries, arranging appointments and supporting on-going and new clinical imaging workloads.
To gain understanding of national and local imaging standards and targets and be proactive in ensuring that imaging and the trust can deliver a service that meets with the standards and targets that have been set.
To provide a considerate, patient focused service in all dealings with patients and with staff around the hospital and throughout the whole healthcare system.
About us
Milton Keynes University Hospital, in proud partnership with the University of Buckingham, is a University Teaching Hospital committed to advancing patient care through cutting-edge research and education. With a "Good" rating from the CQC and significant investment underway, this is an exciting time to join our team and grow your career.
As a medium sized general hospital, we provide a full range of general medical and surgical services, including a busy Emergency Department, Maternity, and Paediatrics. As the population of our city and surrounding areas continues to grow rapidly, we are expanding and enhancing our facilities to meet rising demand and improve access to care for all our communities.
We are also proud to offer a growing portfolio of specialist services. In January 2025 we opened our state-of-the-art Radiotherapy Centre, bringing advanced cancer treatment closer to home. Our services also include neonatology, specialist surgical care, and a wide range of diagnostics, supported by the new Community Diagnostic Centre at Whitehouse Health Centre.
Further investment is underway, including the construction of Oak Wards - a new ward block featuring two 24-bed wards - and the recently approved Women and Children's Centre, set to open by 2030.
Visit our website to explore the latest news and opportunities at MKUH - News - Milton Keynes University Hospital -
For further information about Milton Keynes please visit - Visit Milton Keynes
Job description
Job responsibilities
Communication and relationship building
The post holder will:
Be required to adhere to the organisations standards of customer care.Welcomes visitors and deals with clients in a confidential and sensitive manner, this could be face to face, via e-mail or over the phone and may require tact, persuasion and negotiation skills to exchange information relating to appointments / admissions.
To courteously and efficiently receive enquiries, taking messages and ensuring that these are passed on to the appropriate person. To communicate effectively with staff and clients within partner agency organisations in a confidential and sensitive manner. This may include GPs, healthcare professionals, hospital departments and referral centres.
The post holder will be expected to behave in accordance with the Trust's values of demonstrating compassion, striving for excellence, respecting diversity, acting with integrity and to listen and support others
To maintain patient confidentiality in accordance with the local and Trusts policies familiarity with Data Protection Act and other related policies.
Responsibilities for analysis
The post holder will:
Use high levels of analytical and judgement skills in this role.
Be able to make judgements on complex facts requiring interpretation and through comparison of available options. Exercising judgement when dealing with patient, staff or external contacts is an essential role requirement.
Resolving minor problems with regard to patients, medical colleagues and payroll queries.
Responsibilities for planning & organisation of activities
The post holder will:
Coordinate and organise own workload to meet departmental deadlines
Organise multiple scanning lists in order to ensure work is carried out following principles of urgency and priority in a rapidly changing workflow setting.
Ensure appropriate diary/ roster management for consultant colleagues and specialty doctors both in and out of hours.
Responsibility for Patient and Client Care
The post holder will:
Be required to put the patient, as the first priority, at the centre of all activities.
Have regular contact with patients/relative/ carers and referrers by phone, e-mail or face to face and will provide appropriate non-medical information and advice to these individuals (i.e. appointment/admission information).
Development of policies and services
The post holder will:
Participate in policy and service development.
Adhere to all organisational/ departmental guidelines, policies, standard operating procedures and protocols
Contribute and comment on proposals as well as implement administration policies.
Where necessary propose suitable changes to working practices for own area.
Please refer to the job description for further details.
Job description
Job responsibilities
Communication and relationship building
The post holder will:
Be required to adhere to the organisations standards of customer care.Welcomes visitors and deals with clients in a confidential and sensitive manner, this could be face to face, via e-mail or over the phone and may require tact, persuasion and negotiation skills to exchange information relating to appointments / admissions.
To courteously and efficiently receive enquiries, taking messages and ensuring that these are passed on to the appropriate person. To communicate effectively with staff and clients within partner agency organisations in a confidential and sensitive manner. This may include GPs, healthcare professionals, hospital departments and referral centres.
The post holder will be expected to behave in accordance with the Trust's values of demonstrating compassion, striving for excellence, respecting diversity, acting with integrity and to listen and support others
To maintain patient confidentiality in accordance with the local and Trusts policies familiarity with Data Protection Act and other related policies.
Responsibilities for analysis
The post holder will:
Use high levels of analytical and judgement skills in this role.
Be able to make judgements on complex facts requiring interpretation and through comparison of available options. Exercising judgement when dealing with patient, staff or external contacts is an essential role requirement.
Resolving minor problems with regard to patients, medical colleagues and payroll queries.
Responsibilities for planning & organisation of activities
The post holder will:
Coordinate and organise own workload to meet departmental deadlines
Organise multiple scanning lists in order to ensure work is carried out following principles of urgency and priority in a rapidly changing workflow setting.
Ensure appropriate diary/ roster management for consultant colleagues and specialty doctors both in and out of hours.
Responsibility for Patient and Client Care
The post holder will:
Be required to put the patient, as the first priority, at the centre of all activities.
Have regular contact with patients/relative/ carers and referrers by phone, e-mail or face to face and will provide appropriate non-medical information and advice to these individuals (i.e. appointment/admission information).
Development of policies and services
The post holder will:
Participate in policy and service development.
Adhere to all organisational/ departmental guidelines, policies, standard operating procedures and protocols
Contribute and comment on proposals as well as implement administration policies.
Where necessary propose suitable changes to working practices for own area.
Please refer to the job description for further details.
Person Specification
Qualifications and knowledge
Essential
- Good general education minimum of 5 GCSEs at grades 9-4 including Maths and English or equivalent.
- Typing qualification or equivalent experience (for example RSA Level 2/3 in typing)
- Strong IT skills and experience in use of MS packages (MS Teams, word, outlook, power point and excel) to NVQ level 3.
- ECDL qualification or equivalent
- Good understanding of health and safety requirements in the workplace
- Sound awareness of data protection, freedom of information and confidentiality issues within NHS
- Knowledge of good practice and system of work within secretarial/ PA field
- Knowledge of NHS constitution
Desirable
- Level 3 Business Admin/ AMSPAR
- Good comprehension of medical terminology
Experience
Essential
- Experience as a hospital administrator/secretary/PA
- Audio typewriting and touch-typing experience
- Has experience of preparing for meetings, setting agendas, and minute taking
Desirable
- Familiarity with hospital information systems (HIS-Cerner), radiology information systems (CRIS) and picture archiving communications systems (Insignia PACS)
Skills
Essential
- Good organizational and time management skills
- High level of self-motivation and ability to learn and develop.
- Logical approach to decision making and problem solving.
- Ability to work in a detail-oriented manner to agreed protocols and standards of good/ best practice.
- Accountable for own professional actions
- Ability to prioritize your own workload and work effectively under pressure.
- Flexible attitude to service provision and enthusiasm for change
- Ability to work effectively and efficiently as part of as team but also as a lone worker
- Ability to work using own initiative but also to know when to seek assistance and guidance from peers
- Proven ability to assess clinical situations & indications and act appropriately
Personal and people development
Essential
- Ability to demonstrate confidentiality and trustworthiness.
- Deal calmly and politely with members of hospital staff who are working in areas of extreme pressure.
- Interest and willingness in teaching / training less experienced clinical and non-clinical staff.
- Maintain online mandatory training up to date
- Patient centered and customer focused.
Communication
Essential
- Good written, verbal, and non-verbal communication skills.
- Consistently demonstrates a friendly professional attitude and approach in the workplace.
- Good empathic skills and the ability to manage issues in a caring, compassionate, and considerate manner.
- Ability to work across disciplines and with a wide range of professional groups.
- Keep all records up to date in a clear, accurate and concise manner on a day-to-day basis.
- Professional in appearance and conduct
- Ability to resolve conflicts or difficult situations
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations.
- To participate in the departmental shift system across 7 days of the week
- Ability to travel to all trust sites including community diagnostic centres
Person Specification
Qualifications and knowledge
Essential
- Good general education minimum of 5 GCSEs at grades 9-4 including Maths and English or equivalent.
- Typing qualification or equivalent experience (for example RSA Level 2/3 in typing)
- Strong IT skills and experience in use of MS packages (MS Teams, word, outlook, power point and excel) to NVQ level 3.
- ECDL qualification or equivalent
- Good understanding of health and safety requirements in the workplace
- Sound awareness of data protection, freedom of information and confidentiality issues within NHS
- Knowledge of good practice and system of work within secretarial/ PA field
- Knowledge of NHS constitution
Desirable
- Level 3 Business Admin/ AMSPAR
- Good comprehension of medical terminology
Experience
Essential
- Experience as a hospital administrator/secretary/PA
- Audio typewriting and touch-typing experience
- Has experience of preparing for meetings, setting agendas, and minute taking
Desirable
- Familiarity with hospital information systems (HIS-Cerner), radiology information systems (CRIS) and picture archiving communications systems (Insignia PACS)
Skills
Essential
- Good organizational and time management skills
- High level of self-motivation and ability to learn and develop.
- Logical approach to decision making and problem solving.
- Ability to work in a detail-oriented manner to agreed protocols and standards of good/ best practice.
- Accountable for own professional actions
- Ability to prioritize your own workload and work effectively under pressure.
- Flexible attitude to service provision and enthusiasm for change
- Ability to work effectively and efficiently as part of as team but also as a lone worker
- Ability to work using own initiative but also to know when to seek assistance and guidance from peers
- Proven ability to assess clinical situations & indications and act appropriately
Personal and people development
Essential
- Ability to demonstrate confidentiality and trustworthiness.
- Deal calmly and politely with members of hospital staff who are working in areas of extreme pressure.
- Interest and willingness in teaching / training less experienced clinical and non-clinical staff.
- Maintain online mandatory training up to date
- Patient centered and customer focused.
Communication
Essential
- Good written, verbal, and non-verbal communication skills.
- Consistently demonstrates a friendly professional attitude and approach in the workplace.
- Good empathic skills and the ability to manage issues in a caring, compassionate, and considerate manner.
- Ability to work across disciplines and with a wide range of professional groups.
- Keep all records up to date in a clear, accurate and concise manner on a day-to-day basis.
- Professional in appearance and conduct
- Ability to resolve conflicts or difficult situations
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations.
- To participate in the departmental shift system across 7 days of the week
- Ability to travel to all trust sites including community diagnostic centres
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.
