Job summary The role of the Medical Secretary is to work closely with clinicians and Service Managers to ensure that all patients are effectively managed. The post holder will be required to act as a flexible administrative resource actively supporting patient improvement projects. The post holder will have direct patient contact working with the wider multidisciplinary team to ensure that patient care is coordinated and delivered with minimum level of difficulty to our patients, with a good understanding of the RTT pathway. Main duties of the job Ensure that the administration of the department is efficient and responsive, dealing with queries and day to day issues Deal with non-clinical queries from patients, their carers, general practitioners and members of the admin & clerical team. Use the Trust's transcription system to type letters as well as top and tailing. To ensure that letters are processed within a timely manner, at times patient letters will contain complex and sensitive information which could be found to cause emotion or distress, this is due to the nature of the pathways within the service. Liaise with patient records staff, clinical colleagues, other admin teams and other organisations to ensure all medical notes, referral letters, results and discharge summaries are available for outpatient appointments and consultations Carry and retrial of patients notes, including physical demand associated with carried load. Contact patients offering them a choice of appointment dates and agree with them the date of admission To have a sound understanding of 18 week RTT pathways. The post holder should provide a weekly update to Service Managers so they are aware of any pathway delays or potential breaches of waiting times targets. To schedule outpatient appointments ensuring that clinics are utilised appropriately and effectively. To establish and maintain strong communication links with the clinical team 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. Our Values 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. Date posted 14 April 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year pa Contract Fixed term Duration 12 months Working pattern Full-time Reference number 418-MEDSECFT7489-VR Job locations Luton and Dunstable Hospital Lewsey Road Luton LU4 0DZ Job description Job responsibilities Ensure that the administration of the department is efficient and responsive, dealing with queries and day to day issues Deal with non-clinical queries from patients, their carers, general practitioners and members of the admin & clerical team. Use the Trusts transcription system to type letters as well as top and tailing. To ensure that letters are processed within a timely manner, at times patient letters will contain complex and sensitive information which could be found to cause emotion or distress, this is due to the nature of the pathways within the service. Liaise with patient records staff, clinical colleagues, other admin teams and other organisations to ensure all medical notes, referral letters, results and discharge summaries are available for outpatient appointments and consultations Carry and retrial of patients notes, including physical demand associated with carried load. Contact patients offering them a choice of appointment dates and agree with them the date of admission To have a sound understanding of 18 week RTT pathways. The post holder should provide a weekly update to Service Managers so they are aware of any pathway delays or potential breaches of waiting times targets. To schedule outpatient appointments ensuring that clinics are utilised appropriately and effectively. To establish and maintain strong communication links with the clinical team Job description Job responsibilities Ensure that the administration of the department is efficient and responsive, dealing with queries and day to day issues Deal with non-clinical queries from patients, their carers, general practitioners and members of the admin & clerical team. Use the Trusts transcription system to type letters as well as top and tailing. To ensure that letters are processed within a timely manner, at times patient letters will contain complex and sensitive information which could be found to cause emotion or distress, this is due to the nature of the pathways within the service. Liaise with patient records staff, clinical colleagues, other admin teams and other organisations to ensure all medical notes, referral letters, results and discharge summaries are available for outpatient appointments and consultations Carry and retrial of patients notes, including physical demand associated with carried load. Contact patients offering them a choice of appointment dates and agree with them the date of admission To have a sound understanding of 18 week RTT pathways. The post holder should provide a weekly update to Service Managers so they are aware of any pathway delays or potential breaches of waiting times targets. To schedule outpatient appointments ensuring that clinics are utilised appropriately and effectively. To establish and maintain strong communication links with the clinical team Person Specification Qualifications Essential GCSE or equivalent in English and Maths, grade A-C Sound Keyboard and word processing Desirable NVQ 3 in administration or equivalent experience Experience Essential Experience in working in a fast paced environment Experience in a patient focused or customer service role, preferably within health or social care Experience in managing own workload Desirable Experience in using IT systems such as IPM, Mediviewer, Bighand and ICE Administrative experience within the NHS Knowledge Essential IT skills and keyboard proficient Be able to meet deadlines Understanding of 18 week RTT Desirable Conflict resolution skills Knowledge of speciality specific patient pathways Person Specification Qualifications Essential GCSE or equivalent in English and Maths, grade A-C Sound Keyboard and word processing Desirable NVQ 3 in administration or equivalent experience Experience Essential Experience in working in a fast paced environment Experience in a patient focused or customer service role, preferably within health or social care Experience in managing own workload Desirable Experience in using IT systems such as IPM, Mediviewer, Bighand and ICE Administrative experience within the NHS Knowledge Essential IT skills and keyboard proficient Be able to meet deadlines Understanding of 18 week RTT Desirable Conflict resolution skills Knowledge of speciality specific patient pathways 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. Certificate of Sponsorship 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. Certificate of Sponsorship 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). Employer details Employer name Bedfordshire Hospitals NHS Foundation Trust Address Luton and Dunstable Hospital Lewsey Road Luton LU4 0DZ Employer's website https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)