Job vacancy: Medical Secretary, University Hospitals Plymouth NHS Trust, Plymouth

Job summary

Main area

Neurosurgery

Grade

NHS AfC: Band 3

Contract

Permanent: Full Time

Hours

Full time
Home or remote working

37.5 hours per week (37.5 hours per week)

Job ref

216-AM-S7241374

Employer: University Hospitals Plymouth NHS Trust
Employer type: NHS
Site: University Hospital Plymouth
Town: Plymouth
Salary: £24,625 - £25,674 £24,625 - £25,674 Per Annum
Salary period: Yearly
Closing: 16/06/2025 23:59

Medical Secretary

NHS AfC: Band 3

Detailed job description and main responsibilities

1. Operating under the supervision of the Speciality Coordinator to set weekly working expectations.

2. Using digital dictation technology to ensure clinic letters, medical reports and letters to outside agencies are typed within an appropriate timeframe and are distributed onto the receiver.

Responsible for the full secretarial service to the Neurosurgery Consultants and clinical Team staff including ensuring stock levels of required literature and stationery.

4. Exchange verbal communication either face to face or over the telephone with patients who could be distressed position and be able to communicate in a calm, caring manner.

5. Take appropriate actions with regards to telephone calls and written communication from patients, staff, GPs and other agencies using initative within Trust guidelines.

6. Communication with other professionals, GPs and other agencies regarding appointments, meetings, questionnaires and admission.

7. Prioritise own workload including typing of clinics and MDT meetings. Analyse and resolve patient problems using your own judgement.

8. Undertake routine office duties including note tracing, photocopying, filing of correspondence and results and maintenance of records as required.

9. Be versatile and adaptable to the demands of the team. Work without supervision and use initiative when working assist with problem solving.

10. Ensure all hospital case notes are traced into and out of the department accurately on IPM. Obtain/forward case notes to/from other Trusts as and when required.

For further details please see attached JD&PS.

Person specification

Qualifications

Essential criteria

A-C in Maths and English GCSEs or NVQ equivalent or equivalent demonstrable experience.

Desirable criteria

Typing to OCR 2(or above) standard or equivalent

Knowledge and Experience

Essential criteria

Previous demonstrable secretarial or support secretary experience
Previous demonstrable experience in the use of word processors/data base/spreadsheet packages

Desirable criteria

Previous demonstrable experience in a healthcare setting

Aptitude and Abilities

Essential criteria

Ability to work calmly and methodically when undertaking a varied workload in a busy working environment .
Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels.

Desirable criteria

Understanding the Trust’s waiting list policy within the work place

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

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.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests. This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details
University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.