County Durham & Darlington NHS Foundation Trust

Medical Secretary

The closing date is 09 July 2025

Job summary

To work as part of the medical secretarial team providing admin support as required.Ensure clinical activity is managed and risks identified across Paediatrics.

Ensure clinical sessions are utilised effectively.

Validation of patient waiting lists.

Work closely with Consultant Paediatricians, Registrars and Specialist Nurses providing a full range of confidential secretarial/administrative support .

Main duties of the job

To provide a full range of confidential secretarial/administrative support to Consultants and supporting clinical staff, working with minimal supervision.

To undertake typing and distribution of clinical and other patient-related and general correspondence,dictated by Consultants and supporting clinical staff,to achieve Trust standards of accuracy and timeliness.

To ensure the management of out-patient clinics, booking new and follow up patient appointments, providing a ring and remind service for patients.

To deal with telephone enquiries, taking and conveying messages appropriately.

To receive, date stamp and sort incoming mail and prepare outgoing mail for posting.

To receive electronic mail, photocopy and scan documents and circulate information within Trust or departmental timescales.

making appointments.

Monitor requests for safeguarding medicals and make appointments as requested by Consultant Paediatricians across Trust.

Validation of patient waiting lists.

About us

If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.

You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.

We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.

We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.

Full Job Descriptions can be found in the adverts supporting documents.

Over reliance on AI-generated content is discouraged and may diminish the applicant's chances of success.

For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.

From April 9th 2025 - Healthcare assistants - You must have a minimum of two years of experience working within the NHS as a HCA for the Trust to consider sponsorship (we will only consider sponsorship if you meet this criteria and have a current visa expiring within 3 months).

Date posted

25 June 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time, Job share, Flexible working, Home or remote working, Compressed hours

Reference number

C9439-2526-0315

Job locations

Darlington Memorial Hospital NHS Trust

Hollyhurst Road

Darlington

County Durham

DL3 6HX

Job description

Job responsibilities

To provide a full range of confidential secretarial/administrative support to Consultants and supporting clinical staff, working with minimal supervision.

To be the point of contact for staff, patients and others within and outside the organisation, responding to external and internal telephone enquiries, taking appropriate and timely action required, including making appointments, giving non-clinical advice, onward referral to relevant department etc.

A full list of duties can be viewed in the job description for the role attached to this advert.

Job description

Job responsibilities

To provide a full range of confidential secretarial/administrative support to Consultants and supporting clinical staff, working with minimal supervision.

A full list of duties can be viewed in the job description for the role attached to this advert.

Person Specification

Experience

Essential

Knowledge of secretarial procedures.

Desirable

Relevant experience of working in a busy office environment in the NHS.
Experience of booking appointments.

Qualifications

Essential

NVQ Level 3 or equivalent experience plus relevant practical experience to diploma level.
Minimum of 5 GCSE's (or equivalent) at C grade or above, including English Language.

Special Skills & Knowledge

Essential

Ability to recognize and advise management team on operational issues affecting waiting lists and capacity.
Knowledge of data protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
Good interpersonal skills.
Ability to communicate accurately, verbally and courteously and effectively with a wide range of staff, professionals and members of the public.
Able to work with minimal supervision following set procedures.
Flexible approach to work and adaptable to change.
Proficient IT skills and experience of using a wideange of software packages e.g. Power Point, Excel and Microsoft Word.
Comprehensive knowledge of the 18 week patient pathway and clock stops.
Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
Able to use own initiative to resolve routine queries, in line with departmental procedures.
Committed to quality customer care/delivering excellent customer service.

Desirable

Working knowledge of Patient Booking Systems.

Person Specification

Experience

Essential

Knowledge of secretarial procedures.

Desirable

Relevant experience of working in a busy office environment in the NHS.
Experience of booking appointments.

Qualifications

Essential

NVQ Level 3 or equivalent experience plus relevant practical experience to diploma level.
Minimum of 5 GCSE's (or equivalent) at C grade or above, including English Language.

Special Skills & Knowledge

Essential

Ability to recognize and advise management team on operational issues affecting waiting lists and capacity.
Knowledge of data protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
Good interpersonal skills.
Ability to communicate accurately, verbally and courteously and effectively with a wide range of staff, professionals and members of the public.
Able to work with minimal supervision following set procedures.
Flexible approach to work and adaptable to change.
Proficient IT skills and experience of using a wideange of software packages e.g. Power Point, Excel and Microsoft Word.
Comprehensive knowledge of the 18 week patient pathway and clock stops.
Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
Able to use own initiative to resolve routine queries, in line with departmental procedures.
Committed to quality customer care/delivering excellent customer service.

Desirable

Working knowledge of Patient Booking Systems.

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.

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

Darlington Memorial Hospital NHS Trust

Hollyhurst Road

Darlington

County Durham

DL3 6HX

Employer's website

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

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

Darlington Memorial Hospital NHS Trust

Hollyhurst Road

Darlington

County Durham

DL3 6HX

Employer's website

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