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Healthcare

Medical Secretary Job at Newcastle Road Full Time NEW

Job summary

At present, University Hospitals of North Midlands is unable to offer visa sponsorship for Band 2 to Band 4 roles, as these positions do not meet the minimum salary and skill thresholds required under UK Visas and Immigration (UKVI) regulations.

The Medical Secretary will provide comprehensive administrative support to consultants and junior doctors, ensuring smooth daily operations within the department.

Key responsibilities include managing consultant and junior doctors’ diaries, coordinating clinic schedules, and liaising with subspecialties, particularly Orthoptics, to ensure patients receive timely care.

The role involves minute-taking for audits, managing theatre lists, and ensuring patient appointments are scheduled efficiently. The postholder will also handle general administrative tasks such as phone calls, appointment cancellations and rebooking’s, typing correspondence, and managing waitlists and results.

Main duties of the job

Flexibility is key, as the role includes covering for team members during periods of annual leave or sickness. This position is essential in maintaining effective communication and supporting clinical teams in delivering high-quality patient care.

  • Managing Consultant’s Diary
  • Consultant Administration
  • Managing Junior’s Diary
  • Minute Taking
  • Clinic Management
  • Liaising with Subspecialties
  • Managing Theatre Lists
  • General Administration
  • Team Support

About us

University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we’re highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales.

All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.

UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return we ask all of our employees to make a commitment to the values, co-created by or staff, patients and carers, and that unite us as a Trust.

At University Hospitals of North Midlands NHS Trust we know that investing in, supporting and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.

Details

Date posted

17 June 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year

per annum

Contract

Fixed term

Duration

5 months

Working pattern

Full-time

Reference number

205-7890023-B

Job locations

Royal Stoke

Newcastle Road

Newcastle-under-Lyme

ST4 6QG

United Kingdom

Job description

Job responsibilities

Managing Consultant’s Diary:

  • Coordinate the clinical teams activity using CAFS and TAFS systems.
  • Prepare and distribute memos as needed.
  • Manage sickness notifications and cancellations, escalating to the Team Leader and JOSM/OSM if required.

Consultant Administration:

  • Process acting consultant requests, including managing post-related administrative tasks.

Managing Junior’s Diary:

  • Oversee the on-call rota, ensuring appropriate rest days and managing activity levels during EEC shifts.
  • Coordinate CAFS for junior doctors.

Minute Taking:

  • Record accurate minutes during audits and meetings.

Clinic Management:

  • Monitor clinic capacity, highlighting overbooking issues to consultants.
  • Prioritize urgent or post-operative patients, ensuring their needs are met in a timely manner.

Liaising with Subspecialties:

Work closely with Orthoptics to ensure appointments are available for patients as needed.

Adjust clinic schedules (e.g., switching between adult and paediatric slots) to meet patient requirements.

Managing Theatre Lists:

  • Book and confirm patients for Poswillo theatre lists, ensuring they are ready for surgery.
  • Address long wait times by coordinating with JOSM/OSM.
  • Handle cancellations and rebookings efficiently.

General Administration:

  • Answer phone calls and manage patient inquiries.
  • Cancel, reschedule, and fill short notice appointment slots.
  • Type correspondence and maintain accurate documentation.
  • Handle results and waitlists, ensuring timely updates.
  • Complete unrecorded outcomes for clinical activities.
  • Any other admin tasks to support the team, and the wider team.

Team Support:

Provide cover for colleagues during annual leave or sickness


Job description

Job responsibilities

Managing Consultant’s Diary:

  • Coordinate the clinical teams activity using CAFS and TAFS systems.
  • Prepare and distribute memos as needed.
  • Manage sickness notifications and cancellations, escalating to the Team Leader and JOSM/OSM if required.

Consultant Administration:

  • Process acting consultant requests, including managing post-related administrative tasks.

Managing Junior’s Diary:

  • Oversee the on-call rota, ensuring appropriate rest days and managing activity levels during EEC shifts.
  • Coordinate CAFS for junior doctors.

Minute Taking:

  • Record accurate minutes during audits and meetings.

Clinic Management:

  • Monitor clinic capacity, highlighting overbooking issues to consultants.
  • Prioritize urgent or post-operative patients, ensuring their needs are met in a timely manner.

Liaising with Subspecialties:

Work closely with Orthoptics to ensure appointments are available for patients as needed.

Adjust clinic schedules (e.g., switching between adult and paediatric slots) to meet patient requirements.

Managing Theatre Lists:

  • Book and confirm patients for Poswillo theatre lists, ensuring they are ready for surgery.
  • Address long wait times by coordinating with JOSM/OSM.
  • Handle cancellations and rebookings efficiently.

General Administration:

  • Answer phone calls and manage patient inquiries.
  • Cancel, reschedule, and fill short notice appointment slots.
  • Type correspondence and maintain accurate documentation.
  • Handle results and waitlists, ensuring timely updates.
  • Complete unrecorded outcomes for clinical activities.
  • Any other admin tasks to support the team, and the wider team.

Team Support:

Provide cover for colleagues during annual leave or sickness

Person Specification

Grades

Essential

  • x2 GSCE Grade C and above

NHS Experience

Essential

  • NHS Experience

Desirable

  • Med Sec Experience

Person Specification

Grades

Essential

  • x2 GSCE Grade C and above

NHS Experience

Essential

  • NHS Experience

Desirable

  • Med Sec Experience

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

University Hospital of North Midlands NHS Trust

Address

Royal Stoke

Newcastle Road

Newcastle-under-Lyme

ST4 6QG

United Kingdom

Employer’s website

https://www.uhnm.nhs.uk (Opens in a new tab)

Employer details

Employer name

University Hospital of North Midlands NHS Trust

Address

Royal Stoke

Newcastle Road

Newcastle-under-Lyme

ST4 6QG

United Kingdom

Employer’s website

https://www.uhnm.nhs.uk (Opens in a new tab)

Job Overview

  • ID: 4774
  • Date Posted:
  • Location:
  • Job Title: Medical Secretary Job at Newcastle Road
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