Job summary
To provide secretarial support for the Head and Neck consultants and their medical teams, ensuring clinic typing is undertaken in a chronological fashion, all telephone calls are actioned and returned and all administration relevant to the role including consultant diaries are managed effectively, inclusive of shared departmental email inbox and administration.
To provide Secretarial cover to other consultants where necessary and thereby assist in the provision of an efficient office and secretarial service.
Interview date: 10th December 2025
Main duties of the job
Ensuring all clinics, letters and documents are typed accurately and in a timely mannerusing the Trusts electronic systems such as, Dragon Dictation, eCaMIS and EPR. Using a chronological system ensure typing is achieved in priority and date order.
To provide an accurate and organised service of consultant diaries, inclusive of any training seminars, supporting management of the CGM meetings including agendas, minutes and circulation of meeting dates throughout the team in the absence of colleagues.
To ensure the values of UHD are maintained and practiced on a daily basis ensuring all patients are treated with dignity and respect ensuring a high standard of service delivery is maintained.
To provide a cross cover secretarial service to the secretaries during periods of any leave, inclusive of minutes and meeting management, typing, voicemails etc.
To support the management of patient pathways by booking appointments and discharging where appropriate whilst liaising with Outpatients Department to support any last-minute changes to diaries.
Any other appropriate duties as may be assigned from time to time by the consultant and/or the Surgical Clinical Care Group.
About us
UHD are investing, developing and transforming Trust services in line with the New Hospital Programme. As part of this, some services may move site this year or next, either temporarily or permanently. Recruiting Managers will be happy to answer any service-specific questions at interview.
If a role or service relocates as part of a planned move, excess mileage will not be reimbursed. Travel from home to the new work base will be classed as a normal commute. Any other changes will be managed under Trust or national terms and conditions.
UHD has active networks including Women's, BAME, Pride, EU, Pro Ability, and Armed Forces. We support Disability Confident and Armed Forces Covenant interview schemes.
AI tools may be used, but applications must honestly reflect your own skills and experience. Integrity is key to our recruitment process
Job description
Job responsibilities
Ensure all written correspondence to GPs, patients and other hospital staff is sent appropriately ensuring patient confidentiality.
To retrieve patients' medical notes using the Trusts CRT system and ensuring notes are available for appointments and ad hoc enquiries.
To ensure patients' x-rays and other results are available for enquiries/appointments, using electronic systems ie EPR, PACs as required.
To ensure all filing is up to date maintaining a comprehensive filing system, including general correspondence, investigation results and other paperwork in patients hospital records when necessary.
Ensure re-directed mail is investigated, re-addressed and re-sent as soon as possible.
Job description
Job responsibilities
Ensure all written correspondence to GPs, patients and other hospital staff is sent appropriately ensuring patient confidentiality.
To retrieve patients' medical notes using the Trusts CRT system and ensuring notes are available for appointments and ad hoc enquiries.
To ensure patients' x-rays and other results are available for enquiries/appointments, using electronic systems ie EPR, PACs as required.
To ensure all filing is up to date maintaining a comprehensive filing system, including general correspondence, investigation results and other paperwork in patients hospital records when necessary.
Ensure re-directed mail is investigated, re-addressed and re-sent as soon as possible.
Person Specification
Personal Attributes
Essential
- Ability to work on own initiative but remain a team member Patient and calm nature Ability to prioritise workload
Desirable
- Adaptable to different situations Ability to work autonomously
Technical Skills Competencies
Essential
- Excellent communication and inter-personal skills both written and verbal Excellent telephone manner Good organisational skills with ability to multi-task Time management skills
Desirable
- Medical audio typing experience Understanding of medical terminology Minute taking experience
Person Specification
Personal Attributes
Essential
- Ability to work on own initiative but remain a team member Patient and calm nature Ability to prioritise workload
Desirable
- Adaptable to different situations Ability to work autonomously
Technical Skills Competencies
Essential
- Excellent communication and inter-personal skills both written and verbal Excellent telephone manner Good organisational skills with ability to multi-task Time management skills
Desirable
- Medical audio typing experience Understanding of medical terminology Minute taking 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).
