Job summary
We are looking for an organised and proactive Medical Secretary to join our team, providing high-quality administrative support to doctors within the Neuro Rehabilitation, Stroke Rehabilitation, Neuropsychology and Community Geriatrics outpatient services. This role is essential in ensuring the smooth running of patient care by managing correspondence, appointments, and medical records with accuracy and confidentiality.
This is an exciting opportunity for someone with strong communication skills, attention to detail, and the ability to work under pressure in a fast-paced environment. If you are motivated, adaptable, and passionate about supporting patient care, we would love to hear from you.
This role may not be eligible for sponsorship under the Skilled Worker route; please refer to the Direct Gov website for more information with regards to eligibility.
Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity.
All Livewell staff are expected to be able and willing to work across a 7-day service.
Main duties of the job
You will provide an efficient and effective secretarial service to specific doctors within the Neuro Rehabilitation and Community Geriatrics services.
The postholder will need to be able to prioritise and manage their day-to-day workload, using excellent organisational skills and prioritising competing demands.
Excellent verbal and written communication skills are essential as you will be communicating with service users, healthcare professionals and consultants on a daily basis.
You will be responsible for the coordination of the shared inbox, answering queries as appropriate.
As a Medical Secretary, you will act as the first point of contact for patients, relatives, and healthcare professionals, delivering excellent customer service while maintaining professionalism at all times. You will be responsible for preparing clinic letters, handling telephone enquiries, and supporting clinicians with administrative tasks to help deliver safe and efficient care.
About us
Livewell Southwest is an independent, award-winning social
enterprise delivering integrated health and social care services across
Plymouth, South Hams, and West Devon, with specialist services in parts of
Devon and Cornwall. Our teams work in community hospitals, GP practices, sports
centres, and health hubs.
As an organisation with a strong social conscience we are guided by our values,kindness, respect, inclusivity, ambition, responsibility, and
collaboration. We focus on transforming services to ensure sustainability, while
empowering staff and those we serve.
We involve the people we care for, along with their families and carers, in
shaping the care they receive, striving to deliver the right care at the right
time and place. Centering our work on individual needs helps people lead
healthy, independent lives.
We prioritise employees' development, offering protected CPD time, training
pathways, leadership programs, and funding for qualifications like the Care
Certificate and Nurse Training Scholarships. Our induction and preceptorship
programs ensure a smooth transition into our organisation.
Livewell Southwest values diversity and encourages applications from all
sections of the community, including those with armed forces experience, lived experience of mental
health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the
application process, contact the Recruiting Manager listed in the job advert.
Job description
Job responsibilities
Main duties/responsibilities
To
provide an efficient audio (rarely used now)/copy typing and word processing
service for GPs and health professionals as required. This includes the typing
of letters and reports in an accurate and quality manner, adhering to the
organisations turnaround time for clinic letters following appointments.
Make
referrals out to other services as requested by the doctors and record and
process new referrals into the service in a timely manner.
To
establish and maintain filing and administrative systems so that written or
computer information is easily accessible and secure.
To
retrieve medical records and assist the completion of medical/insurance
records.
To
receive incoming and initiate outgoing telephone calls in order to facilitate
timely and appropriate communications with others, taking messages and dealing
with appropriate queries.
To
maintain the computer clinic system in an accurate and secure manner.
In
liaison with the team responsible, maintain adequate supplies of office
stationery in order to perform your secretarial duties.
Process
incoming and outgoing mail, distributing to correct doctor in a timely manner.
Be
responsible for all of the consultants incoming mail and e-mails, whilst using
discretion to deal appropriately with any mail that does not require the
consultants perusal.
Provide
an efficient and accurate secretarial service to the consultant and to ensure
the consultants diary of appointments is updated and confirmed with them
regularly. Use discretion to make changes to the consultants diary and
communicate the changes whenever necessary.
Record
and monitor the consultants attendance/absence in own diary. Apply to the
appropriate parties for approval of leave and obtain consultant cover. Arrange
changes to the Consultant Duty Rota as necessary and again notify all parties
of such changes.
Provide
secretarial support for the junior doctors working with the consultants
following outpatients clinics.
Liaise
with the team and other medical secretaries to cross cover for annual leave and
other leave as required, in line with the secretarial standard.
Liaise
with GPs, patients, carers and other professionals on a daily basis via email,
telephone calls or letters.
Book
patients in for clinical appointments, send appointment letters, following the
appointment outcome the appointment and booking the next appointment within
timeframe stated by the doctor.
Be
the first point of contact on the telephone for patients and healthcare
professionals including following data protection protocols for confirming
callers details. Use tact, diplomacy and maintaining confidentiality when
talking to patients.
Take
telephone messages and pass to correct secretary/team member as appropriate.
Maintain
outpatients appointments and implement changes as necessary on own initiative
to ensure that the lists run effectively and efficiently.
Review
the consultants caseload and waiting lists quarterly.
To
produce agendas and minutes for high level and confidential meetings,
transcribing and distributing as necessary.
Accurately
recording large amounts of information relating to staff contact with patients
onto Livewell Southwest database (SystmOne) on a daily basis.
Provide
line management support to one Band 2 Administrator as part of development.
Ensure
that all complaints, compliments, concerns, comments, and suggestions are
appropriately recorded, and where possible resolved within level of role or
escalated appropriately.
Job description
Job responsibilities
Main duties/responsibilities
To
provide an efficient audio (rarely used now)/copy typing and word processing
service for GPs and health professionals as required. This includes the typing
of letters and reports in an accurate and quality manner, adhering to the
organisations turnaround time for clinic letters following appointments.
Make
referrals out to other services as requested by the doctors and record and
process new referrals into the service in a timely manner.
To
establish and maintain filing and administrative systems so that written or
computer information is easily accessible and secure.
To
retrieve medical records and assist the completion of medical/insurance
records.
To
receive incoming and initiate outgoing telephone calls in order to facilitate
timely and appropriate communications with others, taking messages and dealing
with appropriate queries.
To
maintain the computer clinic system in an accurate and secure manner.
In
liaison with the team responsible, maintain adequate supplies of office
stationery in order to perform your secretarial duties.
Process
incoming and outgoing mail, distributing to correct doctor in a timely manner.
Be
responsible for all of the consultants incoming mail and e-mails, whilst using
discretion to deal appropriately with any mail that does not require the
consultants perusal.
Provide
an efficient and accurate secretarial service to the consultant and to ensure
the consultants diary of appointments is updated and confirmed with them
regularly. Use discretion to make changes to the consultants diary and
communicate the changes whenever necessary.
Record
and monitor the consultants attendance/absence in own diary. Apply to the
appropriate parties for approval of leave and obtain consultant cover. Arrange
changes to the Consultant Duty Rota as necessary and again notify all parties
of such changes.
Provide
secretarial support for the junior doctors working with the consultants
following outpatients clinics.
Liaise
with the team and other medical secretaries to cross cover for annual leave and
other leave as required, in line with the secretarial standard.
Liaise
with GPs, patients, carers and other professionals on a daily basis via email,
telephone calls or letters.
Book
patients in for clinical appointments, send appointment letters, following the
appointment outcome the appointment and booking the next appointment within
timeframe stated by the doctor.
Be
the first point of contact on the telephone for patients and healthcare
professionals including following data protection protocols for confirming
callers details. Use tact, diplomacy and maintaining confidentiality when
talking to patients.
Take
telephone messages and pass to correct secretary/team member as appropriate.
Maintain
outpatients appointments and implement changes as necessary on own initiative
to ensure that the lists run effectively and efficiently.
Review
the consultants caseload and waiting lists quarterly.
To
produce agendas and minutes for high level and confidential meetings,
transcribing and distributing as necessary.
Accurately
recording large amounts of information relating to staff contact with patients
onto Livewell Southwest database (SystmOne) on a daily basis.
Provide
line management support to one Band 2 Administrator as part of development.
Ensure
that all complaints, compliments, concerns, comments, and suggestions are
appropriately recorded, and where possible resolved within level of role or
escalated appropriately.
Person Specification
Knowledge
Essential
- Proven secretarial and administrative experience
- Ability to effectively use all Microsoft packages: Outlook, Word, Excel, PowerPoint & Microsoft Teams
- Good understanding of confidentiality and data protection
Desirable
- Knowledge of medical terminology.
- Understanding of Out-Patient, admission and waiting list procedures including RTT.
- Demonstrable experience of hospital software e.g. SystmOne/iPM
Experience
Essential
- Previous experience as a medical secretary or senior administrator
- Proven experience of working to a deadline
Desirable
- Secretarial/significant administrative experience in a hospital or clinical setting
- Experience of working in a multidisciplinary team
Specific Skills
Essential
- Excellent audio typing and computer skills
- Excellent written and verbal communication skills
- Excellent organisational skills and ability to prioritise workload, using initiative where appropriate
- Ability to work under pressure and meet deadlines
- Able to communicate effectively with senior medical staff and service leads
- Ability to work as part of a team
- Ability to work supervised and unsupervised
- Ability and willingness to work flexibly to meet service need requirements
- Ability to deal with multiple requests from consultants and doctors and prioritise accordingly
Desirable
- Ability to accurately touch type
- Ability to communicate to people in crisis on the telephone
Qualifications
Essential
- 5 GCSEs (grades A-C) or equivalent, including English and Maths
- NVQ level 3 in Business Administration/relevant subject or able to demonstrate significant previous knowledge and experience
Desirable
- ECDL
- IT qualifications
- AMSPAR Diploma
- Secretarial/word processing qualifications
- RSA 2 in Typewriting or equivalent skills, knowledge, and experience
Person Specification
Knowledge
Essential
- Proven secretarial and administrative experience
- Ability to effectively use all Microsoft packages: Outlook, Word, Excel, PowerPoint & Microsoft Teams
- Good understanding of confidentiality and data protection
Desirable
- Knowledge of medical terminology.
- Understanding of Out-Patient, admission and waiting list procedures including RTT.
- Demonstrable experience of hospital software e.g. SystmOne/iPM
Experience
Essential
- Previous experience as a medical secretary or senior administrator
- Proven experience of working to a deadline
Desirable
- Secretarial/significant administrative experience in a hospital or clinical setting
- Experience of working in a multidisciplinary team
Specific Skills
Essential
- Excellent audio typing and computer skills
- Excellent written and verbal communication skills
- Excellent organisational skills and ability to prioritise workload, using initiative where appropriate
- Ability to work under pressure and meet deadlines
- Able to communicate effectively with senior medical staff and service leads
- Ability to work as part of a team
- Ability to work supervised and unsupervised
- Ability and willingness to work flexibly to meet service need requirements
- Ability to deal with multiple requests from consultants and doctors and prioritise accordingly
Desirable
- Ability to accurately touch type
- Ability to communicate to people in crisis on the telephone
Qualifications
Essential
- 5 GCSEs (grades A-C) or equivalent, including English and Maths
- NVQ level 3 in Business Administration/relevant subject or able to demonstrate significant previous knowledge and experience
Desirable
- ECDL
- IT qualifications
- AMSPAR Diploma
- Secretarial/word processing qualifications
- RSA 2 in Typewriting or equivalent skills, knowledge, and experience
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
