To provide a comprehensive secretarial service and support to assigned consultant(s) and their team by:
Providing a complete medical secretarial service including word processing, audio typing, scanning and the composition of letters. To provide a fast and accurate copy and audio typing service to the department, producing clinic letters and other documents.
Preparing and organising papers for meetings, attending and taking notes when necessary.
To assist the Cardiology Admin Manager in the management of the secretarial staff by:
Organising and ensuring the smooth running of the secretarial functions within the department, including implementing processes
Developing computerised systems for managing information and paperwork within the office.
Carrying out the day to day supervision of secretarial staff within the department
Carrying out appraisals
To be the department resource and expert in administration process and computer systems by:
Providing support and ensuring staff receive appropriate training
Acting as a “trouble shooter”.
Identifying ways of improving the efficiency and effectiveness of the functioning of an office / systems
We are proud to be part of BSW Hospitals Group - a formal partnership between the Royal United Hospitals Bath NHS Foundation Trust, Great Western Hospitals NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people.
We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.
By working together, we make a real difference for our patients, each other, and our community. Every role matters in delivering the exceptional, person‑centred care we’re proud of.
We’re committed to a compassionate, inclusive culture where kindness is championed, differences are valued, and diversity makes us stronger.
We want to support you to thrive, taking your career to its full potential. We prioritise staff wellbeing – and yes, we even have a pool!
Discover what it’s like to live and work in Bath , explore our RUH staff benefits , and learn how we’re building healthcare for the future through the Dyson Cancer Centre and our commitment to research .
Medical Secretary Responsibilities
To provide a comprehensive secretarial service and support to assigned consultant(s) and their team by:
1. Providing a complete medical secretarial service including word processing, filing, audio dictation and typing, photocopying and the composition of letters. To provide a fast and accurate copy and typing service to the department, producing clinic letters and other documents.
2. Preparing and organising papers for meetings, attending and taking notes when necessary.
3. Liaising with Nurses, Doctors and other members of the multi - disciplinary team including Outpatient Bookings teams to provide a quality service for the patients.
4. Working as part of a team sharing responsibility for the smooth running of the Department.
5. Providing a first point of contact, answering all telephone inquiries, taking and relaying messages in a polite and helpful manner, and using own judgement to establish the priority of issues and taking action as appropriate.
6. Assisting with the smooth running of the consultant(s)’s diary and organising meetings and rotas etc. on the consultant(s)’s behalf as appropriate.
7. Dealing with incoming correspondence, using initiative as appropriate to expedite issues.
8. Deal with and learn from patient complaints, changing practice following lessons learnt from responses.
9. Developing and maintaining relevant computerised filing systems.
10. To make best use of information technology, i.e. Windows / Office Software and to be involved with the changing technology as this becomes available.
11. To assist in the fast track treatment for patients with cancer if applicable.
12. To maintain an efficient system for the tracing of health records.
13. To provide secretarial cover across the directorate as directed.
14. To be flexible to the needs of the Specialty, Division and Trust.
15. To assist in the induction of new staff.
Management Responsibilities
To assist the Divisional Management for Medicine in the management of the secretarial staff by:
1. Organising and ensuring the smooth running of the secretarial functions within the department.
2. Developing computerised systems for managing information and paperwork within the office.
3. Carrying out the day-to-day supervision of secretariat within the department.
4. Ensuring an appropriate level of secretarial cover is maintained at all times by coordinating and monitoring requests for leave etc.
5. Ensuring an accurate record of sick and annual leave taken by administrative staff within the department.
6. Taking part in recruitment, selection and induction of secretarial staff.
7. Lead the administrative team in supporting waiting list validation and performance management.
8. Undertaking staff appraisal to identify development and training needs. Liaising with the Specialty Manager for advice and provision of appropriate training and development opportunities.
9. Identifying and deal with performance management issues, i.e. conduct, performance, sickness / ill health etc. in line with Trust policy.
10. Ensuring mandatory training for all the secretarial team is up to date.
11. Maintain and coordinate the typing rota, ensuring fair and effective allocation of workload across the team to meet service deadlines and priorities.
