Job summary
We're pleased to announce a fantastic opportunity to join the OMFS Department as a Medical Secretary. This dynamic role offers the chance to be part of a dedicated team delivering high-quality patient care.
As a Medical Secretary, you'll face a rewarding challenge that demands strong attention to detail and the ability to thrive under pressure. You'll work closely with the Admin Lead and the multidisciplinary team (MDT), including consultants, nurses, and fellow administrative staff, to support the smooth running of the department.
This is a particularly exciting time for Bedfordshire NHS Trust, following the merger of Bedford Hospital and Luton and Dunstable Hospital in April 2020, which has opened up new opportunities for growth and collaboration across clinical service lines.
We're looking for someone who is compassionate, resilient, and self-motivated, with a collaborative spirit and excellent interpersonal and problem-solving skills. The ability to manage competing priorities and deliver high-quality work within tight deadlines is essential.
If you're a confident communicator, passionate about patient care, and thrive in a fast-paced environment, we'd love to hear from you.
Main duties of the job
The post holder will be responsible for delivering a comprehensive medical secretarial service to Consultants and other key members of the OMFS team. This role is vital to ensuring the smooth operation of the office and the effective management of the consultants' workload. The successful candidate will be expected to work independently, using their own initiative to handle enquiries, communicate confidently with individuals at all levels, and consistently uphold a high standard of service to support the needs of every patient.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
Job description
Job responsibilities
The post holder will effectively plan, prioritise, and manage their daily workload to ensure timely completion of tasks. Responsibilities include providing a full administrative serviceword processing, audio typing, managing post, and maintaining an organised filing system to keep patient records current. A sound understanding of cardiac medical terminology and procedures is essential.
They will handle and relay patient information, including investigation results, with discretion and confidentiality. Acting as the first point of contact for written and telephone enquiries, they will assess and prioritise communications on behalf of the consultant and team.
The role requires responsiveness and diplomacy, particularly when managing urgent requests such as complaints or information queries. Duties also include maintaining the Patient Initiated Follow-Up (PIFU) pathway, managing consultant diaries, coordinating meetings, and liaising with departments regarding staff leave and clinic schedules.
Timely handling of referrals, clinic preparation, and Advice & Guidance responses is key. Additional tasks include ordering supplies, minute-taking, supporting clinic slot prioritisation, and providing cover for absent colleagues as needed.
Job description
Job responsibilities
The post holder will effectively plan, prioritise, and manage their daily workload to ensure timely completion of tasks. Responsibilities include providing a full administrative serviceword processing, audio typing, managing post, and maintaining an organised filing system to keep patient records current. A sound understanding of cardiac medical terminology and procedures is essential.
They will handle and relay patient information, including investigation results, with discretion and confidentiality. Acting as the first point of contact for written and telephone enquiries, they will assess and prioritise communications on behalf of the consultant and team.
The role requires responsiveness and diplomacy, particularly when managing urgent requests such as complaints or information queries. Duties also include maintaining the Patient Initiated Follow-Up (PIFU) pathway, managing consultant diaries, coordinating meetings, and liaising with departments regarding staff leave and clinic schedules.
Timely handling of referrals, clinic preparation, and Advice & Guidance responses is key. Additional tasks include ordering supplies, minute-taking, supporting clinic slot prioritisation, and providing cover for absent colleagues as needed.
Person Specification
Experience
Essential
- Experience of working within a Secretarial/PA or Administrative Role
- Experience of team working and on own initiative
- Experience of dealing with sensitive and complex information
Desirable
- NHS Experience
- Project Support Experience
- Diary Management Experience
- Minute-taking Experience
Knowledge
Essential
- Knowledge and use of Microsoft Software
- Understanding of data protection, confidentiality and record keeping
Desirable
- Knowledge of NHS IT Systems including IPM, ICE & TOMCAT
- Appreciation of patient pathway targets
- Medical Terminology
Personal Skills
Essential
- Excellent verbal and written communication skills
- Excellent organisational skills with the ability to work to tight deadlines and with frequent interruptions
- Excellent decision-making skills
- Ability to think analytically
- Accurate keyboard skills
Qualifications
Essential
- Educated to GCSE level or equivalent including English and Mathematics at a minimum grade of C or above.
Desirable
- Secondary education to A Level or equivalent standard.
- NVQ Level 3 in Business Administration or working towards
- Computer literate to ECDL standard or equivalent
- RSA3 or equivalent secretarial qualification
Person Specification
Experience
Essential
- Experience of working within a Secretarial/PA or Administrative Role
- Experience of team working and on own initiative
- Experience of dealing with sensitive and complex information
Desirable
- NHS Experience
- Project Support Experience
- Diary Management Experience
- Minute-taking Experience
Knowledge
Essential
- Knowledge and use of Microsoft Software
- Understanding of data protection, confidentiality and record keeping
Desirable
- Knowledge of NHS IT Systems including IPM, ICE & TOMCAT
- Appreciation of patient pathway targets
- Medical Terminology
Personal Skills
Essential
- Excellent verbal and written communication skills
- Excellent organisational skills with the ability to work to tight deadlines and with frequent interruptions
- Excellent decision-making skills
- Ability to think analytically
- Accurate keyboard skills
Qualifications
Essential
- Educated to GCSE level or equivalent including English and Mathematics at a minimum grade of C or above.
Desirable
- Secondary education to A Level or equivalent standard.
- NVQ Level 3 in Business Administration or working towards
- Computer literate to ECDL standard or equivalent
- RSA3 or equivalent secretarial qualification
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).
