Medical Secretary

Dyddiad hysbysebu:	27 Ebrill 2026
Cyflog:	£25,760.00 i £27,476.00 bob blwyddyn
Gwybodaeth ychwanegol am y cyflog:	£25760.00 - £27476.00 a year
Oriau:	Llawn Amser
Dyddiad cau:	10 Mai 2026
Lleoliad:	Plymouth, PL1 4JZ
Cwmni:	NHS Jobs
Math o swydd:	Cytundeb
Cyfeirnod swydd:	B9832-2026-AC-1954

Crynodeb

MAIN DUTIES AND RESPONSIBILITIES To provide an efficient audio /copy typing and word processing service as required. This includes the typing of letters and reports in an accurate and high-quality manner, adhering to the organisations turnaround time for clinic letters following appointments. To work with the team in implementing all admin procedures including the typing letters, reports, training packages, emails, minutes and agendas as requested. This requires advanced keyboard skills, speed and accuracy within required timescales and constant use of a VDU daily. To ensure referrals out to other services as requested by the doctors are processed in a timely manner, as well as any referrals in received. To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure. To retrieve medical records and assist the completion of medical/insurance records. To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries. To maintain the computer clinic system in an accurate and secure manner. In liaison with the team responsible, maintain adequate supplies of office stationery in order to perform your secretarial duties. Process incoming and outgoing mail, distributing to correct doctor in a timely manner. Be responsible for all of the consultants incoming mail and e-mails, whilst using discretion to deal appropriately with any mail that does not require the consultants perusal. Provide an efficient and accurate secretarial service to the consultant and to ensure the consultants diary of appointments is updated and confirmed with them regularly. Use discretion to make changes to the consultants diary and communicate the changes whenever necessary. To maintain, always, the highest level of confidentiality in respect of information concerning the Livewell Southwest or any of its staff or patients. Record and monitor the consultants attendance/absence in own diary. Apply to the appropriate parties for approval of leave and obtain consultant cover. Arrange changes to the Consultant Duty Rota as necessary and again notify all parties of such changes. Provide secretarial support for the junior doctors working with the consultants following outpatients clinics. Liaise with the team and other medical secretaries to cross cover for annual leave and other leave as required, in line with the secretarial standard. Liaise with GPs, patients, carers and other professionals on a daily basis via email, telephone calls or letters. Book patients in for clinical appointments, send appointment letters, following the appointment outcome the appointment and booking the next appointment within timeframe stated by the doctor. Be the first point of contact on the telephone for patients and healthcare professionals including following data protection protocols for confirming callers details. Use tact, diplomacy and maintaining confidentiality when talking to patients. Take telephone messages and pass to correct secretary/team member as appropriate. Maintain outpatients appointments and implement changes as necessary on own initiative to ensure that the lists run effectively and efficiently. Review the consultants caseload and waiting lists quarterly. To coordinate and produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary. The post holder will liaise with patients, carers, families and other professionals and agencies to organise various meetings. Due to the urgency, some of these meetings are arranged at short-notice, requiring re-organisation of diaries to ensure service user needs are met. To attend and participate in weekly admin team meetings, as well as the wider service meetings. Accurately recording large amounts of information relating to staff contact with patients onto Livewell Southwest database (SystmOne) daily. The post holder will identify new ways of working and make changes to own work, when agreed, to improve service. Provide line management support to one Band 2 Administrator as part of development. Ensure that all complaints, compliments, concerns, comments, and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately. The post holder will be able to provide non-clinical advice and information with regards to appointments and visitors to the unit. The post holder will undertake surveys/audits as required including staff surveys. Respond to all communication via telephone calls, email, and written queries on behalf of the service area including call handling where appropriate. Manage appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available. Ensure that the corporate support function complies with all Livewell policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding. Assist in the training of newly appointed secretarial/administrative staff and supporting them during their assimilation. Be proactive and contribute ideas for improvement in the way the service is delivered. Able to work on own initiative, prioritising work within defined policies and procedures to set timescales. Supporting with all administrative tasks around FP10s, including monthly audits, ensuring signatory log is kept up to date when staff changes occur and scanning and saving the FP10 into SystmOne Distributing and logging FP10s Monitoring the FP10 stock monthly and arranging collection of new FP10 pad from Mount Gould Hospital as and when required.