Medical Secretary / Clinic Coordinator

Job overview

To provide a comprehensive  secretarial, PA and clinic co-ordinating service to clinical members within the speciality, including coordinating clinic preparation, booking clinic appointments, producing clinic letters and other documents.  Dealing with patient and GP queries and concerns in a sympathetic and constructive manner.  Supporting lead medical secretary with PTL, Rotawatch and other tasks requested of them.

Main duties of the job

Provide comprehensive support to speciality clinical team, including diary management and coordinating and arranging meetings.

Carry out a range of complex administrative tasks specific to work area.

Check and update patient information on the Trust’s medical record system (EPIC).

Ensure appointments, translator and transport requests are made when required.

Ensure new referrals are processed in line with Trust policy.

Updating national database with patient information for specially commissioned regional services.

Formatting, editing and generating letters using a variety of different methods, ensuring that all letters are linked to encounters, meeting deadlines including turnaround times.

Ensure all orders have been made from clinic appointments when required.

Ensure all appointments are booked within National Targets and cancelling / rescheduling when appropriate.

Ensure necessary tests and scans have been arranged prior to clinic appointments when required.

Ensure Clinic time is optimised by reviewing necessity for patient’s attendance when required.

Work with consultants within speciality to optimise use of clinicians’ time by undertaking such administrative tasks as are mutually agreed as appropriate.

To run EPIC reports as and when required.

Provide a range of documents, e.g. letters, spreadsheets, posters, using relevant software packages.

Carry out a variety of tasks to support the Gastroenterology admin team including Advice and Guidance, Rotawatch, PTL and other duties requested by the senior medical secretary.

Working for our organisation

Our Trust

Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke’s Hospital and the Rosie Hospital in Cambridge. With over 13,000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people – patients, staff and partners. Recognised as providing ‘outstanding’ care to our patients and rated ‘Good’ overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here. CUH’s values – Together - Safe, Kind, Excellent – are at the heart of patient care, defining the way all staff work and behave. The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population.

CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential. We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people’s age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background.

Detailed job description and main responsibilities

Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.

Please note:- Internal applicants on permanent contracts can apply for this post as a secondment or fixed term contract. For secondments you must have the approval of your line manager before applying. If you are an internal applicant currently on a fixed term contract you are able to apply for this as a fixed term position.

As per Home Office guidelines, please be aware that, unfortunately, the Trust is unable to offer sponsorship for this particular position.

All roles in the Trust include a mandatory 12-week training period. Therefore successful candidates are expected to have the Right to Work for a period of at least 6 months from the proposed start date. Immigration and Right to Work status will be discussed with successful candidates at conditional offer. CUH will not offer sponsorship to candidates that have applied for a fee waiver.

This vacancy will close at midnight on 17th September 2026. 

Interviews are due to be held on 24th September 2026. 

Benefits to you

At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site. Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff.

On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only café, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge. Just one of the ways we are working hard to support good working days at CUH.

CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times.

Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered.

We welcome applications from the Armed Forces.

Person specification

Qualifications

Essential criteria

Educated to A Level or Level 3 Business Admin/IT qualification or equivalent experience including English GCSE pass at Grade 4 or above, Maths GCSE pass at Grade 4 or above

Desirable criteria

IT specialist, health informatics qualification or equivalent

Medical Terminology Certificate or equivalent

Audio typing experience

Experience

Essential criteria

Experience of administrative work

Prioritising, planning and organising own tasks

Working within guidelines and developing administrative processes

Customer service and dealing with enquiries in difficult situations

Data entry and producing reports

Experience of IT packages – Microsoft Office

Secretarial and/or administrative including diary management, co-ordinating and arranging meetings, minute taking and developing templates.

Allocate and monitor work of others

Desirable criteria

Familiarity with Epic computer system

Previous experience of working in the NHS

Knowledge

Essential criteria

Understanding confidentiality and data protection

Understanding of customer services

Office procedures

Desirable criteria

Knowledge of Trust information systems

Skills

Essential criteria

Ability to work as part of a team

Excellent communication skills including telephone, e-mail and face to face

Ability to organise and manage own timekeeping to schedule and deadlines

Ability to adapt to change

Ability to work under pressure

Ability to store and safeguard confidential documents, both electronic and hard copy

Ability to show attention to detail and accuracy

Willing to take on and learn new skills

Accurate and speedy typing and keyboard skills

Good organisation skills

Ability to use own initiative and work autonomously

Additional Requirements

Essential criteria

Demonstrate an understanding of Trust behaviour and values

The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of Together - Safe, Kind, Excellent.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Further details / informal visits contact

Name

Jo Everett

Job title

Lead medical secretary/Clinic coordinator

Email address

View email address on careers.cuh.nhs.uk

Telephone number

596231