Job summary
Are you an organised, motivated, and forward-thinking individual looking for a rewarding role in a supportive team environment? We are seeking a Senior Medical Secretary to join our Palliative Care Department at Newcastle upon Tyne Hospitals NHS Foundation Trust.
This key administrative role, based across Freeman and NCCC, offers an exciting opportunity to work closely with medical and nursing staff, providing essential secretarial support to consultants and specialist nurses.
What We're Looking For
- Strong communication, organisational, and interpersonal skills to manage varied demands
- Flexibility, reliability, and an ability to thrive in a fast-paced environment
- Proven experience in an office setting, preferably within the NHS
- Advanced IT skills, including Microsoft Office (Word, Excel, Outlook)
- Ability to source, report, and transfer patient data accurately across electronic and paper-based systems
- Experience handling GDPR & Confidentiality Regulations with professionalism and discretion
- Capability to work unsupervised and manage time effectively using own initiative
- Ability to co-ordinate multiple tasks, making adjustments where necessary, to maintain continuous provision of the service
Join a welcoming and supportive team, where you'll have the opportunity to further develop your skills in a dynamic and rewarding role.
- Interview Date Thursday 12 June 2025
- 15 Hours/Week
NO AGENCIES PLEASE
Main duties of the job
- Oversee administrative support within the department, ensuring smooth day-to-day operations
- Independently manage tasks while adhering to established policies and procedures
- Provide expert diary management, developing and maintaining efficient systems of work
- Prioritise workload effectively, making independent decisions using experience and initiative
- Handle both routine and complex tasks with discretion, maintaining confidentiality at all times
- Assist in the development of internal procedures and propose changes to improve own area of work
- Support with audits, surveys, and departmental data reporting
- Contribute towards organising, preparing, minute taking and participation of departmental meetings
- Ensure timely distribution of referrals to the service, visitor requests, and communicate enquiries in a timely manner
About us
Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
- Freeman Hospital
- Royal Victoria Infirmary (RVI)
- Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
- Newcastle Dental Hospital
- Newcastle Fertility Centre
- Northern Centre for Cancer Care, North Cumbria
- Northern Genetics Service
- Cramlington Manor Walks
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Job description
Job responsibilities
- Responsible for the organisation of secretarial support to Consultants, Junior Medical Staff and other clinical staff within the Consultants team i.e. Specialist Nurses
- Responsible for the day to day management of the administrative/secretarial team, including supervision of the administrative staff, delegation of tasks and co-ordination of annual leave and undertake appraisals of junior staff
- Contribute to a comprehensive efficient and effective administrative and clerical service
- Contribute to a consistently high standard of patient care as a member of a multi-disciplinary team
- Cover Senior Medical Secretary posts Trust wide as required
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Job description
Job responsibilities
- Responsible for the organisation of secretarial support to Consultants, Junior Medical Staff and other clinical staff within the Consultants team i.e. Specialist Nurses
- Responsible for the day to day management of the administrative/secretarial team, including supervision of the administrative staff, delegation of tasks and co-ordination of annual leave and undertake appraisals of junior staff
- Contribute to a comprehensive efficient and effective administrative and clerical service
- Contribute to a consistently high standard of patient care as a member of a multi-disciplinary team
- Cover Senior Medical Secretary posts Trust wide as required
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Person Specification
Qualifications & Education
Essential
- oNVQ Level IV Business Administration or Diploma qualifications or equivalent level qualification / relevant experience
- oEnglish Language qualification GCSE Grade 4 (or above) or equivalent level qualification / relevant experience
Knowledge & Experience
Essential
- oExperience of Healthcare (patient related) secretarial procedures including NHS systems
- oExperience as Medical Secretary
- oExtensive knowledge of Medical Terminology
- oAudio typing experience
Desirable
- oProven experience in staff management
Skills & Abilities
Essential
- oAdvanced keyboard skills including a very high standard of word processing skills (e.g. OCR / RSA III or equivalent level qualification / experience)
- oIT skills to include office software packages
- oExcellent communication skills
Person Specification
Qualifications & Education
Essential
- oNVQ Level IV Business Administration or Diploma qualifications or equivalent level qualification / relevant experience
- oEnglish Language qualification GCSE Grade 4 (or above) or equivalent level qualification / relevant experience
Knowledge & Experience
Essential
- oExperience of Healthcare (patient related) secretarial procedures including NHS systems
- oExperience as Medical Secretary
- oExtensive knowledge of Medical Terminology
- oAudio typing experience
Desirable
- oProven experience in staff management
Skills & Abilities
Essential
- oAdvanced keyboard skills including a very high standard of word processing skills (e.g. OCR / RSA III or equivalent level qualification / experience)
- oIT skills to include office software packages
- oExcellent communication skills
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).
