Medical Secretary

Job summary

We are seeking a Medical Secretary to provide high-quality secretarial and administrative support to our clinical team. The role involves typing medical correspondence, managing consultant diaries, handling patient queries, and ensuring timely, accurate communication with internal departments and external healthcare providers. As a key point of contact for patients, consultants, and administrative staff, the Medical Secretary will help coordinate patient pathways and contribute to the smooth and efficient running of clinical services.

Main duties of the job

The Medical Secretary will provide key administrative and secretarial support to the clinical team. Core duties include typing correspondence, managing diaries, handling patient referrals via e-RS, and liaising with both internal departments and external healthcare providers. The role also involves maintaining accurate records and ensuring smooth communication throughout the patient care process.

About us

Chiltern House Medical Centreis committed to delivering outstanding clinical services to our NHS patients. We pride ourselves on providing compassionate, patient-focused care from the first point of contact through to diagnosis and treatment. We promote a respectful and inclusive working environment and believe that our patients come first in everything we do.

Job description

Job responsibilities

We are looking for a proactive and well-organised Medical Secretary to provide high-quality administrative support to our clinical team.

• To type patient letters, discharge summaries and general correspondence as dictated by the clinical team
• To carry out diary management for named consultant(s).
• To open and prioritise all incoming mail and action accordingly.
• To answer all incoming telephone calls and emails from patients, carers and other healthcare professionals in an efficient manner, referring onto other departments and agencies as appropriate.
• Ensure all investigation results are readily available to the clinical staff and once signed and acted upon, filed correctly in the medical case notes.
• To ensure all medical case notes are maintained appropriately.
• To acquire knowledge of necessary medical terminology.
• Management of the consultants waiting list (if appropriate) and to offer advice and guidance to patients regarding the admission process.
• Liaise with the Access Department (if appropriate) concerning patient admissions.
• Liaise with the outpatient team regarding outpatient appointments
• To action fast track referrals (if appropriate) to ensure timely appointments are made.
• Ensure that appropriate departments are kept informed of consultant and/or clinical team members annual or study leave.
• Support team members to deliver relevant work objectives through offering guidance and advice and assisting with training of new staff as appropriate.\’
• To adhere to the Trusts policy concerning confidentiality, security and location of all patient data

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent, including Mathematics and English (Grade C or above)
• AMSPAR Medical Secretary Qualification or equivalent
• NVQ Level 2 (or above) in Business Administration, Health and Social Care, or a related field

Experience

Essential

• Experience in a medical secretary or administrative support role
• Experience working with the general public or patients in a professional setting

Desirable

• Previous experience within a healthcare environment
• Familiarity with clinical systems such as EMIS or SystmOne
• Experience managing consultant diaries and handling medical correspondence