Job vacancy: Medical Secretary, Torbay and South Devon NHS Foundation Trust, Torquay

Job summary

Main area: Gastroenterology
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Part time - 28 hours per week
Job ref: 388-7439996-PC&S-A

Employer: Torbay and South Devon NHS Foundation Trust
Employer type: NHS
Site: Torbay Hospital
Town: Torquay
Salary: £24,937 - £26,598 pro rata
Salary period: Yearly
Closing: 21/01/2026 23:59

Medical Secretary

NHS AfC: Band 3

Detailed job description and main responsibilities

To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GP's and other external agencies.
This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care.
To review discharge summaries and ensure investigations/appointments are booked appropriately.
To train and support new/less experienced staff within the team.
To ensure that private, overseas and Scottish/Welsh and Northern Irish patients for out/in-patients are identified and documented appropriately.
To support any Secretarial Assistants within the department in their role and ensure compliance with Standard Operating Procedures.
To communicate effectively in writing and verbally on a daily basis.
To ensure that all clinical and non-clinical correspondence is typed within local targets, using the Infoflex system. (Audio and copy typing).
Ensure appropriate follow up is actioned i.e. outpatient appointments, investigations, patients added to waiting lists, referrals to other departments etc.
To ensure that all results/reports/correspondence are filed in the hospital case notes in accordance with Health Records standards.
To provide cover for other members of the whole Diabetes and Endocrniology team as required to ensure optimum efficiency of the department.
To identify areas for service improvement and support implementation.
To comply with the Trust’s Patient Access Policy and Standard Operating Procedures.
Any other appropriate duties/tasks as requested by management.
To enter, monitor and update all aspects of the Referral to Treatment (RTT) pathway events accurately and ensure Inter Provider Transfers (IPT) are completed and updated.
Review statuses are to be updated at every patient interaction.
To manage the e-referral worklists on a daily basis.
To use the relevant IT systems to register patients, respond to enquiries, make appointments, transfer medical records, input clinical letters and care planning summaries, as required.
Minute taking in admin team meetings where deemed appropriate.
Compilation of staff meeting agenda.
Diary Management of specified clinical staff.
Action clinic changes making sure that all clinic forms have been actioned appropriately.

Person specification

Person Specification

Essential criteria

Good standard of education to include GCSE in Maths and English or equivalent.
Proven experience of audio typing.
Proven experience of using Excel Spread sheets.
Proven secretarial and administrative experience.
Customer care experience of providing a customer focused service.

Desirable criteria

Knowledge and experience of the Trust patient administrative and information systems.
Understanding of hospital policies and procedures including the Trust Access Policy.
To be proficient in the use of Internet/Intranet and email.
Understanding of Referral to Treatment Pathways.

You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.

If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.

IMPORTANT INFORMATION

We reserve the right to close vacancies early if we receive a high volume of applications. Therefore, we encourage you to apply promptly.
Please read the job description carefully and tailor your application to reflect the requirements of the role.
Applicants who identify in their application form they are a part of the Armed Forces community will be guaranteed an interview, provided they meet the minimum essential criteria outlined in the job description and person specification for the role. Step into Health guidance can be found on our NHS Employers website.
Correspondence will be sent via Trac, text, and email. Please ensure you check your email and Trac account regularly.
Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band.
If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion.
It is your responsibility to ensure the timely receipt of appropriate references.

The Trust is committed to preventing discrimination, valuing diversity and achieving equality of opportunity. No person (staff, patient or public) will receive less favourable treatment on the grounds of the nine protected characteristics as governed by the Equality Act 2010. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.