Medical Secretary

The Medical Secretary plays a key role in providing comprehensive administrative and secretarial support to consultants and team within the Rheumatology Department. The post holder ensures the efficient co-ordination of patient-related processes and supports the delivery of high-quality clinical services.

The role involves managing a wide range of administrative duties, including clinical correspondence, patient pathway tracking and maintaining accurate patient records. A strong focus is placed on meeting Trust targets, particularly around waiting list management and referral-to-treatment timelines, while adhering to strict confidentiality and data protection regulations.

The Medical Secretary acts as a central point of communication between patients, clinicians, and external agencies, requiring excellent organisational skills, attention to detail, and the ability to prioritise workload in a fast-paced environment.

Overall, the post holder is expected to work independently using initiative, while maintaining high standards of professionalism, accuracy, and patient-focused service delivery in line with NHS and Trust values.

• Please note that applications from temporary workers who have been engaged with the Trust for a minimum of 3 months are welcome.

Available as a fixed term contract or secondment opportunity. (With current line manager's agreement). *

Main duties of the job

• Provide full secretarial support to consultants and medical staff
• Edit clinic letters, discharge summaries, and medical reports using digital dictation
• Manage incoming and outgoing correspondence (letters to GPs, dentists, etc.)
• Maintain filing systems, records, and patient documentation
• Track patient pathways and ensure compliance with RTT (Referral to Treatment) targets
• Manage waiting lists, referrals (including eSR)
• Ensure all patient data is accurate, up to date, and validated, resolving any data quality issues
• Add patients to waiting lists and arrange investigations or referrals
• Act as a key point of contact for patients, GPs, and external agencies
• Handle telephone enquiries, including sensitive or urgent issues
• Liaise with clinical teams, departments, and external hospitals
• Maintain consultant diaries, including clinics, leave, and commitments
• Prioritise workload to meet deadlines and service demands
• Collate test results and ensure clinicians review them promptly
• Carry out routine office duties (filing, photocopying, note tracing)
• Provide cover for colleagues during absence or high workload periods

About us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment manager for this post who will put you in touch with the recruitment team. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Details

Date posted

07 October 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year

Per annum

Contract

Secondment

Working pattern

Full-time,

Home or remote working

Reference number

216-PL-DB8329960

Job locations

Derriford Hospital

Derriford Road

Plymouth

PL6 8DH

United Kingdom

Job responsibilities

• Ensure clinic letters are typed within the Trusts timeframe using digital dictation technology.
• Print and despatch letters to GPs and dentists in accordance with Trust policy.
• Ensure Nurse advice line messages is distributed to nursing colleagues daily.
• Responsible for the full secretarial and administrative service to the consultant(s) and their medical team (as appropriate).
• Prioritise own workload including the typing of clinics, discharge summaries and medical reports.
• Ensure accurate messages are taken for consultant(s) team and delivered in a timely manner.
• Undertake routine office duties including note tracing, photocopying, filing of correspondence and results and maintenance of records as required.
• Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
• Ensure effective communication with all members of a multi-disciplinary team.
• Collate results with patient chart on EPIC, ensuring that they are seen and actioned promptly by the relevant clinician.

For further information please see attached job description

Job responsibilities

• Ensure clinic letters are typed within the Trusts timeframe using digital dictation technology.
• Print and despatch letters to GPs and dentists in accordance with Trust policy.
• Ensure Nurse advice line messages is distributed to nursing colleagues daily.
• Responsible for the full secretarial and administrative service to the consultant(s) and their medical team (as appropriate).
• Prioritise own workload including the typing of clinics, discharge summaries and medical reports.
• Ensure accurate messages are taken for consultant(s) team and delivered in a timely manner.
• Undertake routine office duties including note tracing, photocopying, filing of correspondence and results and maintenance of records as required.
• Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
• Ensure effective communication with all members of a multi-disciplinary team.
• Collate results with patient chart on EPIC, ensuring that they are seen and actioned promptly by the relevant clinician.

For further information please see attached job description

Person Specification

Knowledge and experience

Essential

• Previous demonstrable experience in the use of Microsoft software packages i.e. word, excel
• Previous demonstrable NHS experience in a role involving the use of iPM/PTLs, with at least one week's demonstrable experience.
• Proven working knowledge across a range of outpatient and waiting-list procedures and systems, gained through demonstrable experience.

Desirable

• Previous demonstrable experience as a medical secretary.
• Demonstrable experience of hospital software e.g. iPM

Qualifications

Essential

• OCR 2 typing qualification or equivalent audio-typing qualification, or demonstrable relevant experience.
• English Language qualification or a good standard of general education
• NVQ Level 3 in a similar or equivalent qualification, or demonstrable experience.

Desirable

• OCR 3 or above, or equivalent.
• oWorking towards an ECDL qualification or equivalent.

Apptitude and abilities

Essential

• Good time management and organisational skills
• Ability to work calmly and methodically in a busy environment while managing a busy and varied workload.
• Excellent communication and interpersonal skills
• Ability to work independently while also contributing effectively as a team member, demonstrating the ability to work unsupervised within stated guidelines

Person Specification

Knowledge and experience

Essential

• Previous demonstrable experience in the use of Microsoft software packages i.e. word, excel
• Previous demonstrable NHS experience in a role involving the use of iPM/PTLs, with at least one week's demonstrable experience.
• Proven working knowledge across a range of outpatient and waiting-list procedures and systems, gained through demonstrable experience.

Desirable

• Previous demonstrable experience as a medical secretary.
• Demonstrable experience of hospital software e.g. iPM

Qualifications

Essential

• OCR 2 typing qualification or equivalent audio-typing qualification, or demonstrable relevant experience.
• English Language qualification or a good standard of general education
• NVQ Level 3 in a similar or equivalent qualification, or demonstrable experience.

Desirable

• OCR 3 or above, or equivalent.
• oWorking towards an ECDL qualification or equivalent.

Apptitude and abilities

Essential

• Good time management and organisational skills
• Ability to work calmly and methodically in a busy environment while managing a busy and varied workload.
• Excellent communication and interpersonal skills
• Ability to work independently while also contributing effectively as a team member, demonstrating the ability to work unsupervised within stated guidelines

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).

Additional information

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

Derriford Hospital

Derriford Road

Plymouth

PL6 8DH

United Kingdom

Employer's website

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

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Derriford Hospital

Derriford Road

Plymouth

PL6 8DH

United Kingdom

Employer's website

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

Job responsibilities

• Ensure clinic letters are typed within the Trusts timeframe using digital dictation technology.
• Print and despatch letters to GPs and dentists in accordance with Trust policy.
• Ensure Nurse advice line messages is distributed to nursing colleagues daily.
• Responsible for the full secretarial and administrative service to the consultant(s) and their medical team (as appropriate).
• Prioritise own workload including the typing of clinics, discharge summaries and medical reports.
• Ensure accurate messages are taken for consultant(s) team and delivered in a timely manner.
• Undertake routine office duties including note tracing, photocopying, filing of correspondence and results and maintenance of records as required.
• Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
• Ensure effective communication with all members of a multi-disciplinary team.
• Collate results with patient chart on EPIC, ensuring that they are seen and actioned promptly by the relevant clinician.

For further information please see attached job description

Knowledge and experience

Essential

• Previous demonstrable experience in the use of Microsoft software packages i.e. word, excel
• Previous demonstrable NHS experience in a role involving the use of iPM/PTLs, with at least one week's demonstrable experience.
• Proven working knowledge across a range of outpatient and waiting-list procedures and systems, gained through demonstrable experience.

Desirable

• Previous demonstrable experience as a medical secretary.
• Demonstrable experience of hospital software e.g. iPM

Qualifications

Essential

• OCR 2 typing qualification or equivalent audio-typing qualification, or demonstrable relevant experience.
• English Language qualification or a good standard of general education
• NVQ Level 3 in a similar or equivalent qualification, or demonstrable experience.

Desirable

• OCR 3 or above, or equivalent.
• oWorking towards an ECDL qualification or equivalent.

Apptitude and abilities

Essential

• Good time management and organisational skills
• Ability to work calmly and methodically in a busy environment while managing a busy and varied workload.
• Excellent communication and interpersonal skills
• Ability to work independently while also contributing effectively as a team member, demonstrating the ability to work unsupervised within stated guidelines