Job vacancy: Medical Secretary Cellular Pathology, Kettering General Hospital NHS Foundation Trust, Kettering

Job summary

Main area: Pathology
Grade: Band 4
Contract: 9 months (Fixed Term/Secondment - 9 months from start date)
Hours: Part time - 30 hours per week
Job ref: 264-7709530-CSS-A

Employer: Kettering General Hospital NHS Foundation Trust
Employer type: NHS
Site: Kettering general Hospital
Town: Kettering
Salary: £28,392 - £31,157 per annum
Salary period: Yearly
Closing: 01/05/2026 23:59

Medical Secretary Cellular Pathology

Band 4

Detailed job description and main responsibilities

· To deal with telephone/email enquiries from key contacts, liaise with internal and external sources to resolve any problems, queries or complaints which may be from distressed patients/relatives and may include dealing with delicate situations. Uses own judgement regarding escalation.

· Manage own workload independently within service needed

· Maintain diaries, assist in scheduling consultant workload and liaise with other relevant parties concerning the planning and re-scheduling of work as necessary.

· Compile and review office protocols, modify working practices where necessary, ensuring that protocols are up to date and contain all relevant procedures within individual officers to support any relief medical secretaries, clerical staff and new staff who may be required to support the office.

· Open post and prioritise for consultants, dealing with any matters not requiring the consultants attention.

· Ensure that accurate copies of correspondence, pathology and other investigative reports are accurately filed in medical records notes, following laid down guidelines.

· Ensure work processing of all documents relevant to consultant’s work, clinical and non-clinical, including the transcription of tapes, prioritising workload effectively.

· To ensure that correspondence is despatched in line with agreed Trust benchmarks and in the interest of patient care.

· Ensure a general administrative service is provided for the consultant team including photocopying, filing and distribution.

· Type meeting minutes and arrange meetings

· To use the computerised Integrated Clinical Information Service regarding identification of patient, in-patient, out-patient and waiting list data.

· Process information though established Trust systems and procedures.

· Participate in audits as required

· Provide support with training any new staff where required, demonstrating duties to new starters.

· Ensure up to date personal awareness and knowledge of Trust wide issues and directives, applying the knowledge in the workplace, including attending appropriate directorate briefings and meetings.

SPECIALITY

· Collect and check all histopathology reports in accordance with the laboratory procedure.

· Assist with clerical duties for the Mortuary as required

· Point of contact for persons requiring advice on procedures regarding deceased patients, post mortem and inquests.

· Record details of clinical history (relating to deceased patients) and the circumstances of death on behalf of the Consultant Histopathologist.

· Support consultants with committee work and other administrative duties.

· Maintain accounts for HM Coroner.

· Complete category II returns.

· Ensure Consultant Histopathologist/SpR are fully aware when a pathology report is required i.e hospital appointment and/or MDT

· Documenting & dispatching histology material to hospital Consultants and various other contacts on a regular basis in accordance with protocols.

Person specification

Educations, Training and Qualifications

Essential criteria

GCSE or equivalent in English
Educated to NVQ level 4 or equivalent

Knowledge and Experience

Essential criteria

Previous experience as a medical secretary
Familiarity with medical terminology
Previous experience in NHS or medical setting

Desirable criteria

Experience of working as part of a diverse team
Experience in a range of IT systems

Key Competencies/Personal Qualities and Attributes

Essential criteria

Passionate and committed to bring our Dedicated to Excellence values to life, improving the way we work with each other, particularly focusing on empowerment, equality diversity and inclusion of our staff, patients and service users
Good time management skills and able to prioritise workload
Excellent telephone manner and interpersonal skills.
Excellent organisational skills
Ability to work independently and use own initiative
Ability to deal with frequent interruptions
Attention to detail
Approachable, adaptable and flexible

Important Information

Applications will be transferred to TRAC system, by completing an application your are giving authorisation for the transfer of your data.

Correspondence regarding your application will be sent to you via a TRAC system account.

We are an equal opportunities employer, which aims to employ a workforce that reflects the diverse communities we serve. We welcome applications from all suitably qualified persons from all backgrounds.

We welcome applications from members of our black and minority ethnic (BME) communities, especially in relation to senior posts within at KGH.

Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

Appointments will be made on merit.

In submitting an application form, you authorise Kettering General Hospital (KGH) NHS Foundation Trust to confirm any previous NHS service details via the Electronic Staff Record (ESR) Inter Authority Transfer (IAT) process. Including factual reference, occupational health clearance and statutory and mandatory training record.

If you need to have a Disclosure Barring Service (DBS) check, as a requirement of the role, you will be required to repay the cost of obtaining a DBS check (£49.50) and this amount will be reclaimed from your first salary. From 1st February 2019 all new starters to the Trust are required to join the DBS update service as per Trust DBS Re-checking Policy which has an annual cost of £16. New employees who do not join the update service will be required to pay £49.50 for a new DBS check in 3 years time.

Please note that news starters with KGH are subject to a six month probationary period.

Please ensure that the information you provide on your application form is correct, accurate and that nothing has been omitted. Any information that is stated in your application form in relation to qualifications/training courses/work/education experience/references must be able to be evidenced. Failure to do so may result if your offer being withdrawn.

"Safeguarding is everyone's business. KGH considers Safeguarding a priority amongst its citizen's and a key value for all employed to the service."

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities. The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals. We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative. We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.