Job summary
- Main area
- private patients medical secretary
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday to Friday 8-4.00pm)
- Job ref
- 151-JLM489
- Employer
- Frimley Health NHS Foundation Trust
- Employer type
- NHS
- Site
- Parkside, Frimley Park Hospital
- Town
- Frimley
- Salary
- £27,857 - £30,570 per annum incl HCAS
- Salary period
- Yearly
- Closing
- 07/07/2025 23:59
Employer heading
Parkside Private Secretary
Band 4
Job overview
As a key member of the Parkside Private Patients Department, you will work within a collaborative team of Private Medical Secretaries, providing administrative support across a range of medical specialties. This role requires a proactive individual with exceptional attention to detail and a strong commitment to delivering high-quality customer service.
The ideal candidate will demonstrate the ability to work effectively under pressure, take initiative, and communicate professionally with patients, consultants, and colleagues at all levels. Flexibility to support and cross-cover different specialties is essential to ensure seamless departmental operations.
Main duties of the job
- Provide administrative and secretarial support to Consultants in the management of their private practice.
- plan and organise own work schedule with the use of appropriate planning aids, demonstrating good time management and an ability to cope with the unexpected
- To ensure that secure systems are in place for the storage of all resources including computerised information.
- To manage the billing of all private patient care episodes, timely credit control and maintain records of all financial activity where appropriate.
- To liaise with the Parkside Bookings Office to ensure that private patients insurance policies are checked and where appropriate pre-authorisation details are taken.
- Promptly open incoming mail/Email & linking it to relevant records. On receipt of referral letters, ensure they are correctly date-stamped and recorded in the office after liaison with the appropriate Consultant.
- . To set up and maintain effective filing, bring forward and retrieval systems.
- To develop and maintain effective working relationships with other staff in the Parkside Unit and throughout the Trust ensuring that a professional and seamless service is provided.
- To maintain special follow up procedures, arranging appointments for patients when required and notifying the patient of their appointment date.
Working for our organisation
Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded the Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available.
Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too.
We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users.
Detailed job description and main responsibilities
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Provide a comprehensive and confidential secretarial service to consultants across various specialties, ensuring a professional and efficient private practice operation.
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Ensure all documentation, correspondence, and patient data are accurately input and maintained in accordance with Trust standards and data protection policies.
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Manage the efficient scheduling of theatre lists in coordination with consultants and relevant departments, ensuring accuracy and timeliness.
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Assist with theatre bookings at Frimley Health and other private healthcare providers, coordinating with patients, consultants, and administrative staff as needed.
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Support outpatient clinic operations, including booking patient appointments, taking payments, and ensuring accurate and timely clinic preparation.
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Deliver excellent customer service, responding promptly and professionally to patient and consultant inquiries.
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Maintain flexibility to cover staff absences (annual leave, sickness) and contribute to the continuity of service across the team.
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Work collaboratively with colleagues to meet tight deadlines while maintaining service quality.
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Prioritise workload effectively, adapting to the demands of multiple consultant schedules.
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Reconcile, invoice, and process all financial transactions related to consultants’ private practices, including liaising with insurance companies and processing claims through Healthcode.
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Participate in team meetings, training, and service improvement initiatives as required.
Person specification
Qualifications
Essential criteria
- GCSE English and Maths pass or equivalent.
Desirable criteria
- Professional Secretarial Diploma.
- Audio Typing
Experience
Essential criteria
- Experience of working in a busy office environment.
Desirable criteria
- Experience of EPIC.
- Experience of MIDEX – other practice management systems.
- Previous experience of working within the NHS or Private Practice.
Skills & Knowledge
Essential criteria
- Excellent communication and interpersonal skills with the ability to communicate complex matters clearly and precisely.
- Excellent IT skills and computer literacy, including Microsoft Office with particular emphasis on Word, Excel and Outlook.
- Good time management skills, able to work to strict deadlines
- Efficient, professional, organised, confident and personable with pleasant face to face and telephone manner.
- • Ability to work effectively as part of a team and to contribute to that team to ensure the Directorate works effectively.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Annette Godolphin
- Job title
- Business Support Manager
- Email address
- [email protected]
- Telephone number
- 0300 6133820
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