Job summary This is a Job Share tworking set days & hours 15 hours per week, working Thursday and Fridays Enthusiastic applications are invited to apply for the role of Medical Secretary in Pathology; the post holder will provide secretarial support to the Haematology Consultants. They will join a small team of medical secretaries who are engaged and experienced in dealing with a variety of consultants. The post holder will require excellent communication and organisational skills. They will be expected to liaise directly with their assigned consultants as well as patients and carers and a number of different professions, both within and external to the trust. Having achieved Foundation Trust status and been identified as a CHKS 40 Top Hospital and a Top 100 Healthcare employer, our focus is to offer the best possible care and treatment outcomes for our patients, and to continue to be the employer of choice for our staff. We focus on giving our patients the best outcomes of care and an excellent experience whilst in our hospital. By ensuring a skilled and motivated staff group, we aim to best meet patients' needs and ensure excellent productivity. Main duties of the job The secretary works within the Hematology Office team who provide a comprehensive administration and secretarial service to the Consultants. Junior Doctors, Scientists and their teams within the Pathology Specialty of Hematology. We are looking for an individual that would enjoy working in an interesting and challenging environment, who has excellent interpersonal and organisational skills along with the aptitude to communicate effectively with patients, GPs and referring hospitals. The successful applicant will be a proactive team member who can demonstrate efficient secretarial skills in order to ensure the smooth effective operation of the team. Previous medical secretary experience in a hospital environment would therefore be an advantage. About us Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure. We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley. We have received an overall Good rating from the CQC with Medical care (including older peoples care), End of Life Care and Maternity services being deemed Outstanding by the CQC. Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us. Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible. A video about the Royal Surrey - https://www.youtube.com/watch?v5HsiGn9joTQ Date posted 11 March 2025 Pay scheme Agenda for change Band Band 4 Salary £27,857 to £30,570 a year Per annum pro-rata - includes high cost area supplements (HCAS) Contract Permanent Working pattern Part-time, Job share Reference number 384-AR-EMF18-72 Job locations The Royal Surrey Hospital Egerton Road Guildford GU2 7XX Job description Job responsibilities Please refer to the full job description & person specification To provide a full range of medical secretarial & personal assistant service to consultants and their team. Manage own workload, demonstrate efficient organisation and oversee the smooth effective operation of the office. To work autonomously within a team; providing full organisational support to the consultants practice and their team. To ensure procedures and working practices are in place so that the Specialty and Trust can deliver a service that meets the standards and targets that have been set. To provide a considerate, patient focused service in all dealings with patients and with staff around the hospital and throughout the whole system. To undertake a full range of secretarial duties for consultants and their team. To produce and forward all patient letters, and other correspondence in line with current standards using audio typing and/or dedicated software. To deal with all post, faxes, e-mails, results etc. on a daily basis and prioritise as necessary to ensure consultants and their team are aware of urgent results and information. Take responsibility for all new referrals; liaise with the appointment centre staff and other coordinators such as specialist nurses and cancer MDT coordinators, other nursing and medical staff to ensure new referrals are promptly seen/treated in line with the current guidelines. Make appointments as required. Prepare relevant notes, results and scans for clinics. Use initiative to obtain missing details, results and x-rays. To understand the full patient pathway, and the impact of local decisions on this pathway by having thorough knowledge of working practices, medical treatments, associated speciality(ies), and departments. Understand and work to achieve the national and local standards and guidelines for patient care (e.g. two week wait rule, inpatient and outpatient waiting targets, targets for investigations, turnaround times for correspondence, 62/31 day cancer targets, etc.); To play a key role in establishing and implementing local policies and procedures that ensure working practices meet the above standards/targets and is centred around the Patient Take responsibility for amending a patients pathways wherever possible and escalate as necessary. Understand the implications of Patient Choice and electronic booking and proactively manage changes that will need to be incurred in the speciality. To be aware of funding arrangements and ensure funding is confirmed for patients out of area / out of contract, in close liaison with general/speciality manager and PCT Liaison offices. To make arrangements relating to patient admissions in liaison with admission staff, diagnostic departments and transport desk as required. To take all telephone calls from patients, relatives, members of the public and other professional organisations in an efficient, tactful and compassionate manner. Listen to and manage patient concerns. This involves listening to and as far as possible resolving situations that can be highly distressing to patients/relatives who may be upset, Provide information to patients as agreed with the consultant, and in close collaboration with the team. Understand of the complaints procedure and use initiative to resolve complaints from patients and any other individuals as far as possible. Escalate outstanding concerns as required. Manage the implications of annual leave, organise the amendment of clinics, other fixed commitments and arrange cover for consultants during their absence. Provide a comprehensive personal assistant service to consultants. This may involve diary management, arranging meetings, and travel and conference details as required. Regulate outpatient clinics as required. To maintain efficient filing and information tracking systems to ensure continuity of care, including electronic case note tracking. Job description Job responsibilities Please refer to the full job description & person specification To provide a full range of medical secretarial & personal assistant service to consultants and their team. Manage own workload, demonstrate efficient organisation and oversee the smooth effective operation of the office. To work autonomously within a team; providing full organisational support to the consultants practice and their team. To ensure procedures and working practices are in place so that the Specialty and Trust can deliver a service that meets the standards and targets that have been set. To provide a considerate, patient focused service in all dealings with patients and with staff around the hospital and throughout the whole system. To undertake a full range of secretarial duties for consultants and their team. To produce and forward all patient letters, and other correspondence in line with current standards using audio typing and/or dedicated software. To deal with all post, faxes, e-mails, results etc. on a daily basis and prioritise as necessary to ensure consultants and their team are aware of urgent results and information. Take responsibility for all new referrals; liaise with the appointment centre staff and other coordinators such as specialist nurses and cancer MDT coordinators, other nursing and medical staff to ensure new referrals are promptly seen/treated in line with the current guidelines. Make appointments as required. Prepare relevant notes, results and scans for clinics. Use initiative to obtain missing details, results and x-rays. To understand the full patient pathway, and the impact of local decisions on this pathway by having thorough knowledge of working practices, medical treatments, associated speciality(ies), and departments. Understand and work to achieve the national and local standards and guidelines for patient care (e.g. two week wait rule, inpatient and outpatient waiting targets, targets for investigations, turnaround times for correspondence, 62/31 day cancer targets, etc.); To play a key role in establishing and implementing local policies and procedures that ensure working practices meet the above standards/targets and is centred around the Patient Take responsibility for amending a patients pathways wherever possible and escalate as necessary. Understand the implications of Patient Choice and electronic booking and proactively manage changes that will need to be incurred in the speciality. To be aware of funding arrangements and ensure funding is confirmed for patients out of area / out of contract, in close liaison with general/speciality manager and PCT Liaison offices. To make arrangements relating to patient admissions in liaison with admission staff, diagnostic departments and transport desk as required. To take all telephone calls from patients, relatives, members of the public and other professional organisations in an efficient, tactful and compassionate manner. Listen to and manage patient concerns. This involves listening to and as far as possible resolving situations that can be highly distressing to patients/relatives who may be upset, Provide information to patients as agreed with the consultant, and in close collaboration with the team. Understand of the complaints procedure and use initiative to resolve complaints from patients and any other individuals as far as possible. Escalate outstanding concerns as required. Manage the implications of annual leave, organise the amendment of clinics, other fixed commitments and arrange cover for consultants during their absence. Provide a comprehensive personal assistant service to consultants. This may involve diary management, arranging meetings, and travel and conference details as required. Regulate outpatient clinics as required. To maintain efficient filing and information tracking systems to ensure continuity of care, including electronic case note tracking. Person Specification Qualifications Essential Good general standard of education to GSCE level or equivalent including English RSA II or equivalent in word processing / audio typing RSA III, Medical secretarial qualification (BSMS Certificate) or equivalent Knowledge & Experience Essential Broad knowledge of medical terminology,. Knowledge of basic anatomy and physiology Demonstrate ability to prioritise workload and to adapt effectively to changing priorities. Knowledge of NHS priorities and understanding of the guidelines and targets in own area of work. Working knowledge of a range of software packages, eg MS Word, Excel, PowerPoint, and other locally used databases eg. Pathology Laboratory Information System (WinPath) or similar. Evidence of establishing and maintaining effective filing systems Excellent spelling and grammar Extensive experience in a medical environment, with at least some working as a medical secretary Experience of working in a busy environment Experience of dealing with the general public Experience of mentoring, training or supervising others Awareness and understanding of NHS issues Experience in using patient administration systems Experience of working in a large, complex organisation and a multi-disciplinary environment. Excellent telephone manner Person Specification Qualifications Essential Good general standard of education to GSCE level or equivalent including English RSA II or equivalent in word processing / audio typing RSA III, Medical secretarial qualification (BSMS Certificate) or equivalent Knowledge & Experience Essential Broad knowledge of medical terminology,. Knowledge of basic anatomy and physiology Demonstrate ability to prioritise workload and to adapt effectively to changing priorities. Knowledge of NHS priorities and understanding of the guidelines and targets in own area of work. Working knowledge of a range of software packages, eg MS Word, Excel, PowerPoint, and other locally used databases eg. Pathology Laboratory Information System (WinPath) or similar. Evidence of establishing and maintaining effective filing systems Excellent spelling and grammar Extensive experience in a medical environment, with at least some working as a medical secretary Experience of working in a busy environment Experience of dealing with the general public Experience of mentoring, training or supervising others Awareness and understanding of NHS issues Experience in using patient administration systems Experience of working in a large, complex organisation and a multi-disciplinary environment. Excellent telephone manner 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 Royal Surrey NHS Foundation Trust Address The Royal Surrey Hospital Egerton Road Guildford GU2 7XX Employer's website https://www.royalsurrey.nhs.uk/ (Opens in a new tab)