Job vacancy: Imaging Medical Secretary, Milton Keynes University Hospital NHS Foundation Trust, Milton Keynes

Job summary

Main area: Imaging
Grade: Band 4
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 430-CC25-363A

Employer: Milton Keynes University Hospital NHS Foundation Trust
Employer type: NHS
Site: Imaging Admin (Dept)
Town: Milton Keynes
Salary: £27,485 - £30,162 Per annum
Salary period: Yearly
Closing: 25/09/2025 23:59
Interview date: 02/10/2025

Imaging Medical Secretary

Band 4

At Milton Keynes University Hospital, you will be welcomed into a friendly and supportive environment where teamwork and respect are at the heart of everything we do. We are proud to live our Trust values and behaviours every day, creating a culture where everyone feels heard and valued.

MKUH staff's Motivation and Involvement scores are among the highest in our peer group, showing that our people feel inspired and included in decision-making (Staff Survey, 2024).

Our benefits

We believe in recognising and rewarding the amazing contribution of our staff and that is why we offer a comprehensive benefits package designed to support your wellbeing, work-life balance, and professional growth, including:

Free on-site parking including EV charging
Complimentary refreshments
Flexible working arrangements
Discounted gym membership
Salary sacrifice car scheme
Generous annual leave, with the option to bank holiday entitlement
Membership of the NHS Pension Scheme
On-site nursery (charges apply)
A wide-ranging staff health and wellbeing programme including EAP
VIVUP products to support your mental, physical, and financial Wellbeing

Detailed job description and main responsibilities

Communication and relationship building

The post holder will:

Be required to adhere to the organisation’s 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 GP’s, 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 criteria

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 criteria

Level 3 Business Admin/ AMSPAR
Good comprehension of medical terminology

Experience

Essential criteria

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 criteria

Familiarity with hospital information systems (HIS-Cerner), radiology information systems (CRIS) and picture archiving communications systems (Insignia PACS)

Skills

Essential criteria

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 criteria

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 criteria

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 criteria

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

We believe success lies in the diversity of our employees and are committed to promoting equality, encouraging diversity and embracing inclusion. We welcome applications from everyone interested in working for us.

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.

MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology.

By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers.