Job vacancy: Medical Secretary - Cardiology, Torbay and South Devon NHS Foundation Trust, Torquay

Job summary

Main area: Cardiology
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week (Monday to Friday)
Job ref: 388-6866477-A&C

Employer: Torbay and South Devon NHS Foundation Trust
Employer type: NHS
Site: Cardiology, Heart and Lung Unit, Torbay Hospital
Town: Torquay
Salary: £24,071 - £25,674 per annum pro rata
Salary period: Yearly
Closing: 08/04/2025 23:59

Medical Secretary - Cardiology

NHS AfC: Band 3

Detailed job description and main responsibilities

To provide comprehensive and high quality secretarial, administrative and clerical support to the department ensuring an effective and efficient service is delivered.
To support the Admin Team Leader / Practice Manager to undertake change management.
To ensure that patients are treated with courtesy, dignity and respect.
To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GP’s and other external agencies.
This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care.
To communicate effectively in writing and verbally on a daily basis.
To ensure all results of tests and investigations are tracked effectively, shown to the relevant consultant promptly and to undertake appropriate action as instructed.
To independently deal with patient/carer telephone calls and enquiries in an efficient, sensitive and confidential manner, exercising judgement to analyse and resolve any problems and referring on to the clinician as appropriate.
All clinic outcomes must be recorded accurately and complete or amend any that have not been done.
Clinical diaries (both paper and electronic) are to be maintained and checked against the published timetables. Discretion and initiative used when arranging meetings and appointments for patients, relatives and others. To ensure that arrangements regarding medical staff leave and cover arrangements are circulated appropriately and that clinical activities are amended accordingly.
Taking and transcribing formal minutes if required.
To open and act on correspondence received and bring to the attention of the clinician along with the medical notes.
To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
To plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leader.
To produce and update Standard Operating Procedures (SOP) for all aspects of the Medical Secretary role.

Person specification

Qualifications

Essential criteria

Good standard of education to include GCSE in Maths and English or equivalent.
Typing qualification to RSA stage II/OCR II or equivalent level of speed and accuracy (40wpm).
Proven experience of audio typing.
Proven experience of using Excel Spread sheets.

Desirable criteria

AMSPAR/Medical Terminology qualification.

Knowledge and Skills

Essential criteria

Proven secretarial and administrative experience.
Ability to effectively use the Microsoft Office software (Word, Excel, PowerPoint).
Excellent Audio Typing skills and organisational skills
Good communication skills with the ability to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
Customer care experience of providing a customer focused service

Desirable criteria

Knowledge and experience of the Trust patient administrative and information systems
To be proficient in the use of Internet/Intranet and email
Proven Medical Secretary/ NHS experience
Understanding of hospital policies and procedures including the Trust Access Policy

You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.

If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.

IMPORTANT INFORMATION

We reserve the right to close vacancies early if we receive a high volume of applications. Therefore, we encourage you to apply promptly.
Please read the job description carefully and tailor your application to reflect the requirements of the role.
Applicants who identify in their application form they are a part of the Armed Forces community will be guaranteed an interview, provided they meet the minimum essential criteria outlined in the job description and person specification for the role. Step into Health guidance can be found on our NHS Employers website.
Correspondence will be sent via Trac, text, and email. Please ensure you check your email and Trac account regularly.
Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band.
If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion.
It is your responsibility to ensure the timely receipt of appropriate references.

The Trust is committed to preventing discrimination, valuing diversity and achieving equality of opportunity. No person (staff, patient or public) will receive less favourable treatment on the grounds of the nine protected characteristics as governed by the Equality Act 2010. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.