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 March 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year pa Contract Permanent Working pattern Full-time Reference number 418-MEDSEC6397-VR Job locations Luton & 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 Deal with non-clinical queries from patients, their carers, general practitioners and members of the admin & clerical team. To monitor the quality of patient pathways using Trust IT systems and act to improve the quality of information within the Directorate. Any other duties commensurate with the band[HS1] and in line with the requirement of this post. To have working knowledge of the 18 weeks referral to treatment (RTT) rules. Undertake validation of the RTT PTLs. Investigate and take appropriate action where pathways are incomplete to ensure that patients are treated in clinical priority and breach date order and that reporting on performance and waiting times is robust. Book in clinical priority and breach date order, whilst monitoring the 18 week / Cancer PTLs or screening list to ensure any late additions are identified and processed appropriately. In doing so, take the necessary steps to avoid target breaches and resolve any issues i.e. 28 day theatre cancellations. Ensure Trust systems are updated with patient pathway status information and that data quality is maintained. Liaise with internal and external colleagues to share patient pathway information and diagnostic information, and expedite patient journeys where needed. Actively review patient DNAs, liaising with the appropriate clinical staff and reschedule patient appointments in line with agreed local processes. Raising clinic capacity issue to management where appropriate Book patients as required, including supporting the setup of new clinics and cancellations Demonstrate high levels of patient care and be an ambassador for the Trust. Provide a robust administration function that underpins the delivery of a high quality service and maintain effective working relationships with clinical, nursing and administrative staff. Answer all telephone calls in a timely manner and action as appropriate. Maintain patient confidentiality at all times. Be flexible in your approach to work, such as covering other job roles as appropriate. Provide support for new starters within the team, including daily supervision for assistant pathway coordinator. To prepare and circulate information about consultant absences, giving instructions regarding cancellations or amendments to clinics and operating lists. Use initiative and work without direct supervision, as well as to use relevant information technology to facilitate the performance of tasks. Support the Assistant Service Manager in the investigation and resolution of patient queries and complaints received direct to the service or via PALS / Complaints Department. Any other duties at the request of the Assistant Service Manager which may be needed to fulfil the objectives of the post, which are appropriate to the band. Ensure that all information distributed to patients is accurate and up-to-date Attend training and development as required Adhere to relevant trust and local policy such as annual leave and sickness. To have an active email account and use this as one of the methods of disseminating information. To have an active role in supporting advice and guidance and respond to queries in a timely manner To be the friendly, sensitive and accessible focus for patient and carer communication, ensuring that all patients have the opportunity to agree their appointment and admission dates This role involves frequent period of sitting as well as light effort of physical movement. 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 Deal with non-clinical queries from patients, their carers, general practitioners and members of the admin & clerical team. To monitor the quality of patient pathways using Trust IT systems and act to improve the quality of information within the Directorate. Any other duties commensurate with the band[HS1] and in line with the requirement of this post. To have working knowledge of the 18 weeks referral to treatment (RTT) rules. Undertake validation of the RTT PTLs. Investigate and take appropriate action where pathways are incomplete to ensure that patients are treated in clinical priority and breach date order and that reporting on performance and waiting times is robust. Book in clinical priority and breach date order, whilst monitoring the 18 week / Cancer PTLs or screening list to ensure any late additions are identified and processed appropriately. In doing so, take the necessary steps to avoid target breaches and resolve any issues i.e. 28 day theatre cancellations. Ensure Trust systems are updated with patient pathway status information and that data quality is maintained. Liaise with internal and external colleagues to share patient pathway information and diagnostic information, and expedite patient journeys where needed. Actively review patient DNAs, liaising with the appropriate clinical staff and reschedule patient appointments in line with agreed local processes. Raising clinic capacity issue to management where appropriate Book patients as required, including supporting the setup of new clinics and cancellations Demonstrate high levels of patient care and be an ambassador for the Trust. Provide a robust administration function that underpins the delivery of a high quality service and maintain effective working relationships with clinical, nursing and administrative staff. Answer all telephone calls in a timely manner and action as appropriate. Maintain patient confidentiality at all times. Be flexible in your approach to work, such as covering other job roles as appropriate. Provide support for new starters within the team, including daily supervision for assistant pathway coordinator. To prepare and circulate information about consultant absences, giving instructions regarding cancellations or amendments to clinics and operating lists. Use initiative and work without direct supervision, as well as to use relevant information technology to facilitate the performance of tasks. Support the Assistant Service Manager in the investigation and resolution of patient queries and complaints received direct to the service or via PALS / Complaints Department. Any other duties at the request of the Assistant Service Manager which may be needed to fulfil the objectives of the post, which are appropriate to the band. Ensure that all information distributed to patients is accurate and up-to-date Attend training and development as required Adhere to relevant trust and local policy such as annual leave and sickness. To have an active email account and use this as one of the methods of disseminating information. To have an active role in supporting advice and guidance and respond to queries in a timely manner To be the friendly, sensitive and accessible focus for patient and carer communication, ensuring that all patients have the opportunity to agree their appointment and admission dates This role involves frequent period of sitting as well as light effort of physical movement. Person Specification Qualifications Essential GCSE or equivalent in English and Maths. grades A-C Sound Keyboard Skills Desirable NVQ in administration or equivalent experience Experience Essential Experience in managing own workload Experience in working in a fast paced and pressurised environment Medical audiotyping Desirable Experience of using IT systems such as IPM, Mediaviewer, Big Hang and ICE Administrative experience within the NHS Knowledge Essential IT SKills Communication Skills - verbal and written 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. grades A-C Sound Keyboard Skills Desirable NVQ in administration or equivalent experience Experience Essential Experience in managing own workload Experience in working in a fast paced and pressurised environment Medical audiotyping Desirable Experience of using IT systems such as IPM, Mediaviewer, Big Hang and ICE Administrative experience within the NHS Knowledge Essential IT SKills Communication Skills - verbal and written 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 & Dunstable Hospital Lewsey Road Luton LU4 0DZ Employer's website https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)