Job summary
- Main area
- Ophthalmology
- Grade
- AfC Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 384-AR-EMF19449
- Employer
- Royal Surrey NHS Foundation Trust
- Employer type
- NHS
- Site
- Royal Surrey NHS Foundation Trust
- Town
- Guildford
- Salary
- £28,860 - £31,671 Per annum pro rata - includes high cost area supplements (HCAS)
- Salary period
- Yearly
- Closing
- 14/12/2025 23:59
Employer heading
Medical Secretary B4
AfC Band 4
Job overview
An exciting opportunity has arisen for a highly motivated, calm and methodical team player to become a medical secretary and provide essential administration within the
Ophthalmology SBU. Principle duties include audio/digital typing of clinic letters and other internal and external correspondence, on behalf of the clinical teams, ensuring all documentation is correct. Maintaining the consultant’s diary and arrange appointments and meetings, coordinating non-clinical meetings to fit in with clinical commitments.
You will be expected to have an excellent telephone manner, be courteous and efficient and have an excellent working knowledge of Word, Excel spreadsheets, emails, use of an electronic diary etc.
Main duties of the job
To provide a full range of reception, medical secretarial services to the Ophthalmology team, including full organisational support.
To work autonomously within and as part of a team demonstrating efficient organisation to provide an effective service to the Consultant(s) and their teams.
To ensure procedures and working practices are in place and adhered to, so that the Specialty and Trust can deliver a service that meets the standards and targets that have been set.
To provide a considerate, patient focused service in all dealings with patients and with staff around the hospital and throughout the whole system.
Working for our organisation
Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.
We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.
The Care Quality Commission (CQC) have given us an overall rating of Outstanding.
Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.
Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.
A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo
Detailed job description and main responsibilities
Reception & General Duties
To undertake a full range of secretarial duties for consultants and their team.
To produce and deliver patient clinic letters and other correspondence to NHS England guidelines, using audio typing and/or dedicated software.
Request records/notes to required timeframes.
Ensure efficient filing and information tracking systems are adhered to, providing continuity of care, including electronic case note tracking.
Manage Targets
Ensure patient correspondence is managed and actioned within NHS England guidelines, whether to the patient or GP.
To understand the full patient pathway, and the impact of local decisions on this pathway by having thorough knowledge of working practices, medical treatments, associated specialty(ies) and departments.
Understand and work to achieve the national and local standards and guidelines for patient care (e.g. RTT targets). Investigate or facilitate access to records, as required to assess status.
Patient Liaison
To make arrangements relating to patient appointments
To take all telephone calls from patients, relatives members of the public and other professional organisations in an efficient, tactful and compassionate manner.
Listen to and manage patient concerns. This involves listening to and as far as possible resolving situations that can be highly distressing to patients/relatives who may be upset, angry or concerned.
Consultant Management
Facilitate and manage annual leave requests for Consultants, organising the amendment
of clinics and other fixed commitments. Where required, support arrangement of suitable
cover for consultants during their absence, as appropriate.
Facilitate creation of References on request.
Provide a comprehensive personal assistant service to consultants. This may involve diary
management, facilitate meetings, travel and conference details as required.
Team Working
Supervise and train agency and bank temporary staff, as required, and provide appropriate checks to ensure that standards are maintained.
Day-to-day supervision and training of medical secretarial staff and/other clerical staff.
Support the induction of junior doctors.
Be willing to adjust own working practices and support specialty wide and trust wide changes that will occur.
Kindly refer to the attached job description for a comprehensive overview of the role’s responsibilities.
Person specification
Qualifications
Essential criteria
- Good general standard of education to GCSE level or equivalent including English.
Desirable criteria
- RSA II or equivalent in word processing/audio typing RSA III. Medical secretarial qualification (BSMS certificate) or equivalent
Knowledge
Essential criteria
- Demonstrates the ability to prioritise workload and to adapt effectively to changing priorities.
- Experience of working in a very busy environment
- Advanced keyboard and audio typing skills
- Experience of dealing with the general public
- Demonstrable experience in a medical environment, as a medical secretary
- Experience of working in a large complex organisation and a multi-disciplinary environment
- Experience in using patient administration systems
Desirable criteria
- Experience of establishing and maintaining effective filing systems.
- Awareness and understanding of NHS issues
- Experience of mentoring, training or supervising others
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- John Ramolete
- Job title
- Assistant Specialty Manager
- Email address
- [email protected]
- Telephone number
- 01483 571122
- Additional information
For an informal discussion, please contact the Assistant Specialty Manager for Ophthalmology, John Ramolete on 01483 571122 ext 3505 or [email protected]
Or please contact the Speciality Manager Muzi Mkhwanazi on [email protected]
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