Job summary
We are seeking a professional and positive Medical Secretary to provide high quality administrative support to our Clinical Services team. You will play an important part in ensuring referrals, records and communications are processed efficiently, helping us deliver a smooth and supportive experience for everyone who contacts the hospice.
In this role, you will be a calm and friendly first point of contact for professionals and members of the public, offering clear information with understanding and compassion. You will prepare documents, update patient records, arrange appointments and support the wider team with accurate correspondence and well organised administrative tasks.
Job title: Medical Secretary
Role open to applications: 18th March 2026.
Interview date: TBC
Location: Dove House Hospice, Chamberlain Road, Hull, HU8 8DH
Salary: £24,985 - £26,086 FTE Per Annum Actual salary £9,993 - £10,434 Per Annum
Hours of work: 15 hours per week.
Work Pattern: Monday and Friday 09:00am 17:00pm
Overtime: There are times when it is necessary for you to work additional hours to those quoted in this statement within the limits set by the Working Time Regulations, and it is a condition of employment that you are willing to do so, when requested.
Overtime hours are not guaranteed.
Further information: Please contact Kerry Atkin, Head of Clinical Administration, k.atkin@dovehouse.org.uk
Main duties of the job
Undertake administrative duties for the Clinical Services Department as directed by the Medical Administration Manager, ensuring an efficient and effective service is provided to meet all the administrative aspects of patient care at Dove House Hospice.
This will include receiving hospice referrals to the clinical and processing them through the appropriate channels, being the first point of contact to professionals and members of the public enquiring about hospice services, requesting patients medical records, preparing documentation for hospice records and passing on key messages and information to members of the clinical teams.
Work effectively with colleagues within the multi-disciplinary team (MDT) and communicate appropriately with all hospice staff and personnel from external agencies.
About us
Dove House Hospice supports patients with life limiting illnesses to live every moment. It is our vision to provide a sustainable, comfortable and caring environment in which to offer exceptional, specialist palliative care to patients, carers and their families. All roles throughout our organisation contribute to making this vision a reality for those living in Hull and the East Riding of Yorkshire who rely on us to provide the care that is right for them, in the place of their choice.
Job description
Job responsibilities
1.Use good communication skills to deal with enquiries regarding the hospice services in a sympathetic and understanding manner.
2.Co-ordinate enquiries from members of the public and professionals in a compassionate and considerate manner, referring to other members of the hospice multi-disciplinary team when necessary and appropriate.
3.Provide proficient and professional written correspondence to both professionals and members of the public.
4.Liaise directly with service users to arrange outpatient appointments.
5.Provide accurate and comprehensive administrative support for members of the clinical teams.
6.Input administrative and clinical information accurately onto SystmOne and ensure that it is up to date at all times.
7.Correct and well-timed data entry and document creation using Microsoft packages (Word, Excel, Access Teams).
8.Provide cover for other members of the medical administration team during sickness or absence and in the absence of the Medical Administration Manager, provide cover and carry out duties as requested.
9.Carry out stock checks, raise purchase orders, check deliveries and authorise invoices.
10.Organise, attend and minute departmental meetings in an accurate and timely manner.
11.In conjunction with the Medical Administration Manager, be responsible for the administration of the hospice family respite units. This will include maintaining a safe booking system, ensuring that all relevant procedures are adhered to, collating service user and carer feedback, liaising with the Support Services and in conjunction with them ensure that the respite units are maintained in an attractive and safe manner.
12.Attend relevant training courses and study days as identified through appraisal with the Medical Administration Manager and in consultation with the People and Development Team.
13.Receive annual appraisal from the Medical Administration Manager.
14.Ensure that the office is kept tidy at all times.
15.Maintain confidentiality and comply with all Dove House Hospice policies and procedures.
16.Undertake any other duties as reasonably requested by the Medical Administration Manager.
Job description
Job responsibilities
1.Use good communication skills to deal with enquiries regarding the hospice services in a sympathetic and understanding manner.
2.Co-ordinate enquiries from members of the public and professionals in a compassionate and considerate manner, referring to other members of the hospice multi-disciplinary team when necessary and appropriate.
3.Provide proficient and professional written correspondence to both professionals and members of the public.
4.Liaise directly with service users to arrange outpatient appointments.
5.Provide accurate and comprehensive administrative support for members of the clinical teams.
6.Input administrative and clinical information accurately onto SystmOne and ensure that it is up to date at all times.
7.Correct and well-timed data entry and document creation using Microsoft packages (Word, Excel, Access Teams).
8.Provide cover for other members of the medical administration team during sickness or absence and in the absence of the Medical Administration Manager, provide cover and carry out duties as requested.
9.Carry out stock checks, raise purchase orders, check deliveries and authorise invoices.
10.Organise, attend and minute departmental meetings in an accurate and timely manner.
11.In conjunction with the Medical Administration Manager, be responsible for the administration of the hospice family respite units. This will include maintaining a safe booking system, ensuring that all relevant procedures are adhered to, collating service user and carer feedback, liaising with the Support Services and in conjunction with them ensure that the respite units are maintained in an attractive and safe manner.
12.Attend relevant training courses and study days as identified through appraisal with the Medical Administration Manager and in consultation with the People and Development Team.
13.Receive annual appraisal from the Medical Administration Manager.
14.Ensure that the office is kept tidy at all times.
15.Maintain confidentiality and comply with all Dove House Hospice policies and procedures.
16.Undertake any other duties as reasonably requested by the Medical Administration Manager.
Person Specification
Qualifications
Essential
- 1.A basic understanding of the work of the hospice and palliative care in general
- 2.Experience of working with Microsoft packages (Word/Excel/Outlook/Access)
- 3.Ability to work under the hospice values: united we will be passionate, positive and professional
- 4.Excellent verbal communication skills
- 5.Confident and professional telephone manner
- 6.Excellent literacy and typing skills
- 7.Good understanding of Confidentiality and Information Governance
Desirable
- 1.Experience of working in a healthcare setting
- 2.Shorthand/Speedwriting
- 3.Medical terminology
- 4.SystmOne
- 5.Microsoft Teams
- 6.Minute taking
- 7.Audio typing
Experience
Essential
- 1.A basic understanding of the work of the hospice and palliative care in general
- 2.Experience of working with Microsoft packages (Word/Excel/Outlook/Access)
- 3.Ability to work under the hospice values: united we will be passionate, positive and professional
- 4.Excellent verbal communication skills
- 5.Confident and professional telephone manner
- 6.Excellent literacy and typing skills
- 7.Good understanding of Confidentiality and Information Governance
Desirable
- 1.Experience of working in a healthcare setting
- 2.Shorthand/Speedwriting
- 3.Medical terminology
- 4.SystmOne
- 5.Microsoft Teams
- 6.Minute taking
- 7.Audio typing
Person Specification
Qualifications
Essential
- 1.A basic understanding of the work of the hospice and palliative care in general
- 2.Experience of working with Microsoft packages (Word/Excel/Outlook/Access)
- 3.Ability to work under the hospice values: united we will be passionate, positive and professional
- 4.Excellent verbal communication skills
- 5.Confident and professional telephone manner
- 6.Excellent literacy and typing skills
- 7.Good understanding of Confidentiality and Information Governance
Desirable
- 1.Experience of working in a healthcare setting
- 2.Shorthand/Speedwriting
- 3.Medical terminology
- 4.SystmOne
- 5.Microsoft Teams
- 6.Minute taking
- 7.Audio typing
Experience
Essential
- 1.A basic understanding of the work of the hospice and palliative care in general
- 2.Experience of working with Microsoft packages (Word/Excel/Outlook/Access)
- 3.Ability to work under the hospice values: united we will be passionate, positive and professional
- 4.Excellent verbal communication skills
- 5.Confident and professional telephone manner
- 6.Excellent literacy and typing skills
- 7.Good understanding of Confidentiality and Information Governance
Desirable
- 1.Experience of working in a healthcare setting
- 2.Shorthand/Speedwriting
- 3.Medical terminology
- 4.SystmOne
- 5.Microsoft Teams
- 6.Minute taking
- 7.Audio typing
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.
