Medical Administrative Secretary

Weare seeking a motivated, proactive person to ensure that the service for our patients is delivered to the highest standards. The post-holder will be required to provide organisational assistance and an advanced secretarial/administration service. Accurately co-ordinating medical information to expedite the continuing care of the patients and ensure continuance of the service in the office, the post-holder will maintain the highest standards to the mutual benefit of the patients and the organisation.

Provide confidential, high quality administrative and secretarial support to the clinical team. Coordinate patient pathways and correspondence within required timescales, acting as a professional first point of contact for patients, staffand external organisations.

At Pioneer Healthcare, quality and patient safety sit at the centre of everything we do. We are proud of our clinical heritage, our NHS partnerships and our commitment to delivering outstanding care for patients across England.

We are a small team and offer flexible and hybrid working arrangements.

• Act as first point of contact for patients, the public, staff and external partners; handle enquiries professionally, sensitively and discreetly.
• Coordinate clinic administration: track typing, produce and distribute clinic letters, send copies to GPs and patients, and action consultant instructions (investigations, imaging, followups).
• Process clinic outcomes promptly, including MDT actions and NCS clinic typing; ensure results and information are available to consultants when required.
• Accurately type nonroutine/urgent documents (e.g., medical reports, discharge summaries) within set time frames.
• Support delivery of the RTT 18week pathway by arranging investigations, monitoring patient episodes, and progressing administrative actions to deadlines.
• Maintain accurate patient records on the Patient Administration System; retrieve, log and return case notes per policy; file all correspondence promptly.
• Provide comprehensive secretarial support to consultants and clinical teams; liaise with patients, carers, GPs and other stakeholders to ensure coordinated care.
• Manage telephone and inperson enquiries from GPs, medical representatives and other professionals; troubleshoot and resolve problems or elevate appropriately.
• Contribute to service and continuous quality improvement: participate in team meetings, suggest and implement local process changes, and support improvement projects.
• Provide general administrative support as directed; cover for annual and sickness leave.
• Uphold confidentiality and comply with Pioneer Healthcare policies, procedures and standards; ensure high quality and presentation of all outputs; maintain a positive organisational reputation.
• Perform other duties appropriate to the role as required.

• Strong working knowledge of relevant hospital systems and processes

• High level of autonomous working, sound judgement, initiative and decisiveness.
• Ability to work sensitively with patients and families and collaborate effectively with clinical and non clinical staff.
• High level of accuracy

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.