Job summary
- Main area
- Head & Neck
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 318-25-T0473
- Employer
- Gloucestershire Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Gloucestershire Royal Hospital
- Town
- Gloucester
- Salary
- £24,625 - £25,674 (pro rata if part time)
- Salary period
- Yearly
- Closing
- 02/07/2025 23:59
- Interview date
- 11/07/2025
Employer heading
Medical Secretary, Band 3- Head & Neck
Band 3
Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.
As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.
As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.
By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support.
Job overview
The Head & Neck Team are looking to welcome a motivated, organised, and efficient secretary into the department. You will be will be working closely with consultants and management to deliver surgical care for patient. We are a friendly team who are passionate about working collaboratively to deliver excellent patient care. While previous medical secretary experience is desirable, however not essential as upon joining the team, full training will be given. We actively support career progression, have a generous annual leave policy, and value our team members’ health and wellbeing by supporting flexible working where possible.
If you have any questions or would like to arrange pre-application visits to the Department you can contact Cameron, Unit Coordinator on 0300 422 6280 or by email on [email protected]
The proposed interview date is: 11th July
Main duties of the job
The post-holder will provide an efficient, confidential and professional secretarial service to the Head & Neck Team. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of the support team and will report to the Unit Coordinator.
Working for our organisation
The service will offer a supportive environment for learning and development and the opportunity to build upon existing knowledge and experience in these new innovative roles.
Head & Neck is a friendly department that work to a high standard to ensure we are delivering a high standard of patient care
Detailed job description and main responsibilities
Key Result Areas
Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:
Transcription
Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance.
Outcomes, Results and Clinics
- Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc, to ensure that RTT guidelines are achieved for patients.
Specialty Specific Support
- Providing a comprehensive secretarial support to the consultant surgeons whilst being the first point of call for patients, GPs, family members and other professional colleagues and organisations.
- Regularly informing the Secretary Supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc
Service Improvement
- Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.
-As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.
Team-working
- To work cohesively with the Secretary Supervisor to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
- To cover colleagues during absences/annual/sick leave as directed. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
- Undertaking routine office duties including electronic note tracking, photocopying and filing of correspondence and results and maintenance of records.
- Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.
- Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.
Person specification
Qualifications
Essential criteria
- GCSE English and Maths at Grade C or above, or equivalent
Desirable criteria
- Typewriting / word processing RSA Level 3 or equivalent practical experience
- NVQ in Administration level 3 computer literate in Microsoft Office packages
Experience
Essential criteria
- Previous experience of dealing with members of the public
- Experience of using own initiative, prioritising workload and utilising organisational skills
Desirable criteria
- Previous experience working in a busy office
- Experience of data entry, maintaining databases and data validation of electronic records
- Working experience of TRAK/EPR/PACS/Infoflex
Knowledge / Skills
Essential criteria
- Good command and understanding of English, punctuation and grammar
- Effective, fast and accurate keyboard skills
- Good computer skills with working knowledge of Microsoft Office including Word, Excel, Outlook/Diary management
Desirable criteria
- Knowledge of NHS systems
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Cameron Steed
- Job title
- Unit Coordinator
- Email address
- [email protected]
- Telephone number
- 0300 422 6280
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