Medical Secretary - Ophthalmology Department

Torbay and South Devon NHS Foundation Trust

The closing date is 23 March 2026

We are looking for a new and enthusiastic member of staff to join our existing Ophthalmology secretarial team.

You will be responsible for looking after Consultant Ophthalmologists and their associated teams.

The ideal candidate must have proven secretarial experience with RSA 2 or similar, experience of audio typing, working with patient’s records and using a hospital database such as PAS, Infoflex, E-Referral and Microsoft applications.

We would expect the candidates to have proven experience of working in a similar role within the NHS and of working under pressure.

If you are a good communicator and can work both independently and as part of a team we would like to hear from you.

Suitable applicants will be asked to undertake an audio typing and grammar test at interview.

• To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GP's and other external agencies.
• This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care.
• To ensure all results of tests and investigations are tracked effectively, shown to the relevant consultant promptly and to undertake appropriate action as instructed.
• To independently deal with patient/carer telephone calls and enquiries in an efficient, sensitive and confidential manner, exercising judgement to analyse and resolve any problems and referring on to the clinician as appropriate.
• Clinical diaries (both paper and electronic) are to be maintained and checked against the published timetables. Discretion and initiative used when arranging meetings and appointments for patients, relatives and others. To ensure that arrangements regarding medical staff leave and cover arrangements are circulated appropriately and that clinical activities are amended accordingly.
• To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
• To plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leaders.

The Ophthalmology department consists of 13 Consultant Ophthalmologists, 2 Associate Specialists and 1 specialty doctor.

There are also junior doctors ranging from ST1s to ST8s including Belgium Fellows.

The Orthoptic department consists of 1 Head Orthoptists and an orthoptist/optomotrist team; as well as Allied Health Professionals and Specialist Nurses.

The department is supported by a Practice Manager, 3 Admin Team Leaders, 1 Eye Surgery Unit supervisor, a team of B3 and B2 secretaries plus B3 receptionists/admissions clerks.

The Ophthalmology service is very busy and the admin teams are key to ensure things run smoothly and efficiently.

It is therefore imperative that each member of the team works well under pressure and as a team player but equally as important that they are able to work independently and prioritise workload effectively.

One of the main rewards of this role is knowing you have made a difference and enhanced a patient’s experience within the Ophthalmology Department.

• To ensure relevant training is completed in order to use Trust IT computer systems
• To provide cover for the medical secretaries and other members of the secretarial and administration team as required
• To support the delivery of agreed service outcomes
• Ensure appropriate follow up is actioned i.e. outpatient appointments, investigations, patients added to waiting lists, referrals to other departments etc.
• To train and support new/less experienced staff within the team
• To provide comprehensive and high quality secretarial, administrative and clerical support to the department ensuring an effective and efficient service is delivered.
• To support the Admin Team Leaders to undertake change management.
• To ensure that patients are treated with courtesy, dignity and respect.
• Please refer to your suitability to the post in your supporting information from the role requirements or person specification.

• Good Standard of Education GCSE / Equivalent
• Typing to RSA II / OCR II (WPM 40)
• Experience of Secretarial /Admin Duties
• Knowledge of Microsoft software
• Able to communicate effectively with all
• Customer Care
• Ability to work on own initiative & Part of a team
• Knowledge of Trust patient admin systems
• Understand RTT
• Medical Terminology
• Previously working in a hospital / medical setting

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.

Torbay and South Devon NHS…