Job vacancy: Trust Medical Secretary - Paediatrics, Norfolk and Norwich University Hospitals NHS Foundation Trust, Norwich

Job summary

Main area

Women & Children

Grade

NHS AfC: Band 3

Contract

Permanent

Hours

Part time
Flexible working

15 hours per week

Job ref

234-24-D2601

Employer: Norfolk and Norwich University Hospitals NHS Foundation Trust
Employer type: NHS
Site: Norfolk & Norwich University Hospital
Town: Norwich
Salary: £24,937 - £26,598 per annum, pro rata
Salary period: Yearly
Closing: 05/09/2025 23:59
Interview date: 15/09/2025

Trust Medical Secretary - Paediatrics

NHS AfC: Band 3

At NNUH it is our privilege to provide healthcare to over one million people across Norfolk and surrounding areas. Our vision is to ‘provide the best care for every patient’, and if this inspires you and you share our values, we really want you to join our team.

NNUH is currently the busiest Trauma Unit in the East of England caring for almost 850 trauma patients annually many with complex care needs. We are enhancing our urgent and emergency care specialist services for patients with significant injuries as a result of trauma and have an ambition to become a Major Trauma Centre.

Our values support our vision and guide the behaviour of everything we do, these are:

People-focused

We look after the needs of our patients, carers and colleagues, to provide a safe and caring experience for all.

Respect

We act with care, compassion and kindness and value others’ diverse needs.

Integrity

We take an honest, open and ethical approach to everything we do.

Dedication

We work as one team and support each other to maintain the highest professional standards.

Excellence

We continuously learn and improve to achieve the best outcomes for our patients and our hospital.

Wish you were here? So do we.

We want all our staff to achieve a balance between work and personal life and understand how important flexible working can be. We welcome applications on a full or part time basis, various shift patterns and hybrid working, where roles allow.

At the Norfolk and Norwich University Hospitals NHS Foundation Trust (NNUH), we know the benefits diversity can bring to our organisation such as creativity, innovation and compassion. All of which have a direct impact towards our staff and patient experience. We are committed to being a Hospital for All – being equitable and inclusive, and a place where all feel a sense of belonging. We therefore particularly encourage and welcome applications from candidates who are underrepresented in NNUH’s workforce. These include people from Black, Asian, and Minority Ethnic backgrounds, people with diverse abilities and people within the LGBT+ community.

Detailed job description and main responsibilities

Deal efficiently and effectively with direct and indirect enquiries from patients, all levels of medical and nursing staff, GPs, Social Services and other health professionals and staff. Respond to enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible.
Accurately transcribe all correspondence by touch typing from audio / digital dictation or shorthand using knowledge of medical terminology. Generate routine and non-routine correspondence independently.
Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases.
Promptly action clinical investigations, results and outcomes. Utilise Trust reports to service and administer waiting lists, which may include outpatient, inpatient and waiting lists as required in local work area, escalating to senior staff as required.
Adding patients to waiting lists as requested taking into account the urgency of the case and the patient’s preference.
Arrange urgent admissions direct from clinic and ambulatory care areas, contacting the patient and liaising with ward/theatre/clinics as required.
Respond to omissions/problems in the scheduling of follow up appointments, analysing the situation (e.g. patient’s history, hospital procedure and available slots), and overbooking clinics as necessary requesting advice from colleagues as if required.

Please see the attached job description for full details.

Please note that this advertised position, which is part of occupation code 4211 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.

Person specification

Qualifications

Essential criteria

RSA III or equivalent experience

Desirable criteria

Knowledge of medical terminology/AMSPAR qualification

Experience

Essential criteria

Previous digital / audio typing experience

Skills

Essential criteria

Able to work both independently and as part of a team
Ability to work to tight deadlines and maintain concentration in a pressurised working environment

Attitude, aptitude

Essential criteria

Understanding of the need for confidentiality
Effective role model, demonstrating NNUH’s PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence

The Job Description, which includes a Person Specification, provides a full outline of responsibilities and requirements for this role. Please use your supporting statement to demonstrate how you meet the person specification.

Visa and Immigration

If you are wishing to apply for this role and would require sponsorship (this includes if you are already in a sponsored post and looking to change employer), you can determine the likelihood of obtaining a Certificate of Sponsorship for this post by assessing your circumstances against criteria specified on the gov.uk website https://www.gov.uk/skilled-worker-visa/your-job.

Travelling to work

Staff parking is available onsite; however, this is limited during core working hours. We have more capacity in the evening and at weekends and can usually provide spaces during those hours.

We look to allocate these spaces fairly. Our Travel Office have a set of criteria that staff must meet in order to qualify. If you qualify for a space, you may be placed on a waiting list if we are at full capacity.

The NNUH is served by a number of public buses, and we offer generously discounted monthly passes with First Bus & Konect.

The Costessey Park and Ride runs regularly each day from 06:30 (from P&R) to 20:45 (from NNUH) and this service is free for NHS staff. There is a regular Thickthorn P&R service as well which is free. Applications to the Travel Office are required for this service. We also have a discounted service from the airport P&R if you purchase a bundle. Please see Konect website for further details.

The NNUH host multiple bicycle racks and a salary sacrifice scheme. We also benefit from a Beryl station onsite.

If you work at another Trust site, please discuss travel and parking arrangements at interview.

DBS

If this post involves working with children or adults the application form will ask for information regarding previous convictions as you will be required to undertake a Criminal Record and Barring Check known as a DBS check.

If you are a new employee or registering with the Staff Bank you will need to meet the cost of this unless your salary is less than point 9 of Afc

NHS Service

Should you be appointed to the post we will need to establish any previous NHS service via the ESR IAT and we will accept the submission of your application as your agreement to this.

UK Registration

You will need to have current UK professional registration where this is a requirement of the role.

Application

Following candidate feedback and to reduce our dependency on paper, all our communication with you regarding your application will be by email so could you please check your e-mails (and Spam) regularly.

We value equality in our team and recruit from all sections of the community. We recognise there is a wealth of talent among people who have a disability and if you meet the minimum criteria detailed in the person specification and have a disability, you may wish to be considered under the Guaranteed Interview Scheme by indicating this in the relevant section on your application.

We look forward to receiving your application and if you do not hear within the next four weeks this will usually mean that you have not been short-listed. However, if you wish to confirm this please contact the person indicated on the advert.

Flexibility

Whilst every effort will be made to recruit to the post as it is advertised, there may be occasions where we consider alternative working patterns, such as part time working, or contract types, such as secondments, depending on circumstances. Should you wish to work in a different working pattern to that stated in our advertisement, please indicate this in the supporting statement to your application.

Useful Information

Make sure to follow us on Facebook and Twitter for regular updates about the exciting career opportunities available at NNUH - @NNUHjobs

Norfolk and Norwich University Hospitals NHS Foundation Trust Website

Pre-Employment Checks

Advice for Overseas Candidates

Making Successful Applications

Mindful employer. Being positive about mental health.

We offer Wagestream - A financial wellbeing benefit which lets you access your pay as you earn it.

Documents to download

Apply online now

Further details / informal visits contact

Name

Gemma Wallace

Job title

Administration Manager

Email address

[email protected]

Telephone number

01603 647715

Additional information

Gemma John, Administration Manager: [email protected], 01603 647421

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Job summary

Employer heading

Trust Medical Secretary - Paediatrics

NHS AfC: Band 3

We want all our staff to achieve a balance between work and personal life and understand how important flexible working can be. We welcome applications on a full or part time basis, various shift patterns and hybrid working, where roles allow.

Job overview

Main duties of the job

Working for our organisation

Detailed job description and main responsibilities

Person specification

Qualifications

Essential criteria

Desirable criteria

Experience

Essential criteria

Skills

Essential criteria

Attitude, aptitude

Essential criteria

Employer certification / accreditation badges

Documents to download

Further details / informal visits contact

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