Medical Secretary, Band 3

Medical Secretary, Band 3

The closing date is 05 February 2026

Medical Secretary, Band 3 (22.5 hours a week)

The Diabetes & Endocrinology team are looking to welcome a Medical Secretary who will provide an efficient, confidential and professional secretarial service to the medical staff and their supporting team. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians.

The Medical Secretary will be expected to work as part of the Diabetes & Endocrinology team but also support the secretarial team as needed.

Additional working pattern details:
Working pattern to include Fridays

The medical secretary is responsible for:

Providing a comprehensive secretarial and administrative service to the medical staff and their supporting team.

Providing cover for colleagues in their absence to maintain service levels.

Ensuring excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high-quality service for patients and clinicians.

Ensuring all clinics are used to their full capacity and that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity

Regularly informing the secretarial supervisor about progress and flags up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients etc.

Managing the pathway for patients referred in ensuring they are monitored to minimise/avoid breach

Carrying out regular review and administrative validation of the clinician's return outpatient wait list

Supporting the achievement of Trust performance by ensuring administrative standards are met e.g. typing times, test results passed to clinician and any potential 52 week breaches are escalated to the clinician, secretarial supervisor or AGM/DGM to avoid breach.

Ensuring all clinic cancellations/alterations are dealt with efficiently and in line with the Trust's 8 week annual/study leave policy.

We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.

With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals.

As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.

Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts using digital dictation or via Dragon voice recognition.

Typing detailed medical reports when necessary.

Handling DVLA forms ensuring they are completed and sent as appropriate.

Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc.

Ensuring incoming post and results is sorted, any appropriate action taken and passed to the clinician on a daily basis.

If appropriate to the role, booking follow-up appointments as requested by the clinical team, including negotiation of dates with the patient and creating correspondence.

Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity.

Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate.

Deal with enquiries by letter/e‑mail/telephone from patients, GPs, other hospitals, police, solicitors (via legal department), other consultants and management.

Organisation of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co‑ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork.

Monitoring the pathway for patients referred in under the two week wait to minimise/avoid breach.

Carrying out regular review and…