Administrator​/Support Secretary

Administrator / Support Secretary

The closing date is 31 January 2026

The post holder will be working in the busy Colorectal surgery department at the Luton and Dunstable Hospital. They will be part of a team who provide the administration of the patient pathway.

As part of a team, the post holder will be booking patients, logging referrals, adding patients to the waiting list, taking calls and contacting patients, typing and other administrative duties to support the clinical and admin team.

The post holder will utilise relevant IT systems, maintaining a high standard of data quality at all times.

• Provide a customer focused service dealing with all patients or visitors in an efficient, polite and courteous manner.
• Handle queries from patients/relatives confidentially and sensitively; referring clinical‑related queries to appropriate staff.
• Act as the first point of contact for patients, GPs and other departments; provide information and relay messages to clinicians.
• Manage correspondence, filing, and support surgeons with diary management.
• Organise MDT meetings, prepare agendas and distribute outcomes.
• Book appointments in accordance with the Trust Access Policy and standard operating procedures.
• Add patients to the waiting list and enter 18‑week coding data onto the IPM system.
• Type clinic letters, proof‑read, print and post them.
• Log referrals.
• Answer calls from patients and ring to book patients in; take and relay telephone enquiries and messages using initiative and prioritising skills.
• Provide advice regarding appointments to patients and relatives on the telephone.

• Interact with patients and relatives in distress in a sensitive and empathetic manner.
• Arrange interpreter services where indicated.
• Provide cover across the team as and when required.
• File and perform other general office duties.
• Escalate any capacity issues via the local escalation process.
• Liaise with internal and external colleagues to share patient pathway information and diagnostic information, expediting patient journeys where required.
• Contribute to continuous service improvement initiatives by highlighting areas for improvement.
• Be aware of targets in the NHS plan and how everyday procedures affect these targets.

• Good standard of Education – GCSE Maths & English or equivalent.
• EDCL or equivalent experience.

• Knowledge of iPM/ICE.
• Apprenticeship in Medical Terminology or AMSPAR certificate.

• Knowledge of record systems/databases with proven experience.
• Experience working within a confidential environment.

• Previous NHS experience.
• Previous experience working in Colorectal or Outpatient bookings.

• Well‑developed interpersonal skills – able to converse in a positive manner at all levels.
• Ability to adapt in an ever‑changing environment.
• Advanced keyboard skills.
• Excellent communication skills, both written and verbal.
• Ability to adapt to change within the working situation.

• Proven ability to multi‑task, be flexible, adaptable, motivated, reliable, willing and able to take personal responsibility.
• Good organisational skills.

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.

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.

Applicants must have current UK professional registration.

Bedfordshire Hospitals NHS Foundation Trust

Luton & Dunstable Hospital
Lewsey Road
Luton
LU4 0DZ

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