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University Hospitals Plymouth NHS Trust

Medical Secretary

The closing date is 29 September 2025

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Job summary

To provide a comprehensive medical secretarial service to a consultant(s) and/or group of medical staff in an efficient and timely manner.

37.5 Hours - Full Time - Monday to Friday

***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

  • The key responsibilities of this role are the effective and efficient management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust Policies and procedures.
  • Provide secretarial support to one or more consultants and junior medical staff and assist in the organisation of the consultant's workload.

About us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Details

Date posted

15 September 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-CB-S7411663

Job locations

Royal Eye Infirmary

3 Alpha Way

Plymouth

PL6 5ZF


Job description

Job responsibilities

Provide comprehensive secretarial and administrative support to consultant(s) and their medical teams. Prioritise workload efficiently, including printing letters and reports from MediSIGHT and managing clinic preparation and distribution. Complete daily outcome checks, ensuring all necessary follow-up actions (e.g. appointments, investigations, referrals, and waiting list updates) are completed accurately and promptly.

Maintain and regularly review PTL records. Handle telephone enquiries from patients, GPs, and external agencies using initiative within Trust policies. Ensure timely and accurate delivery of messages to the consultant team. Perform general office tasks such as note tracing, photocopying, and filing of results and correspondence.

Work independently, demonstrating adaptability and initiative to meet the changing needs of the team. Maintain an effective filing system, ensuring all correspondence is correctly saved on shared drives. Communicate effectively with colleagues and clinical staff to support smooth team function.

Support clinical audit responsibilities and manage outpatient referrals in line with Trusts Waiting List Policy. Provide cover during staff absences or busy periods. Ensure results are obtained, reviewed, and acted upon by the medical team in a timely manner and that all documentation is processed in line with Trust standards and stored appropriately on MediSIGHT.

Coordinate with peripheral hospitals and administrative teams to ensure timely registration and treatment of patients under consultant care. Assist with training and supervision of support staff and undertake any other duties appropriate to the post and grade.

Job description

Job responsibilities

Provide comprehensive secretarial and administrative support to consultant(s) and their medical teams. Prioritise workload efficiently, including printing letters and reports from MediSIGHT and managing clinic preparation and distribution. Complete daily outcome checks, ensuring all necessary follow-up actions (e.g. appointments, investigations, referrals, and waiting list updates) are completed accurately and promptly.

Maintain and regularly review PTL records. Handle telephone enquiries from patients, GPs, and external agencies using initiative within Trust policies. Ensure timely and accurate delivery of messages to the consultant team. Perform general office tasks such as note tracing, photocopying, and filing of results and correspondence.

Work independently, demonstrating adaptability and initiative to meet the changing needs of the team. Maintain an effective filing system, ensuring all correspondence is correctly saved on shared drives. Communicate effectively with colleagues and clinical staff to support smooth team function.

Support clinical audit responsibilities and manage outpatient referrals in line with Trusts Waiting List Policy. Provide cover during staff absences or busy periods. Ensure results are obtained, reviewed, and acted upon by the medical team in a timely manner and that all documentation is processed in line with Trust standards and stored appropriately on MediSIGHT.

Coordinate with peripheral hospitals and administrative teams to ensure timely registration and treatment of patients under consultant care. Assist with training and supervision of support staff and undertake any other duties appropriate to the post and grade.

Person Specification

KNOWLEDGE & EXPERIENCE

Essential

  • Previous administrative demonstrable experience
  • Demonstrates an understanding of the importance of confidentiality

Desirable

  • Previous large clinical setting demonstrable experience

QUALIFICATIONS

Essential

  • NVQ Level 3 in Business and Administration or equivalent demonstrable experience

Desirable

  • ECDL

APTITUDE & ABILITIES

Essential

  • Ability to accurately touch type
  • Ability to proof read documents quickly and accurately
Person Specification

KNOWLEDGE & EXPERIENCE

Essential

  • Previous administrative demonstrable experience
  • Demonstrates an understanding of the importance of confidentiality

Desirable

  • Previous large clinical setting demonstrable experience

QUALIFICATIONS

Essential

  • NVQ Level 3 in Business and Administration or equivalent demonstrable experience

Desirable

  • ECDL

APTITUDE & ABILITIES

Essential

  • Ability to accurately touch type
  • Ability to proof read documents quickly and accurately

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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).

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Royal Eye Infirmary

3 Alpha Way

Plymouth

PL6 5ZF


Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Royal Eye Infirmary

3 Alpha Way

Plymouth

PL6 5ZF


Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

REI Medical Secretary Team Leader

Lauren Phillips

lauren.phillips11@nhs.net

01752436228

Details

Date posted

15 September 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-CB-S7411663

Job locations

Royal Eye Infirmary

3 Alpha Way

Plymouth

PL6 5ZF


Supporting documents

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