Medical Secretary

University Hospitals Sussex; Brighton; On-site; GBP 27,000 - GBP 31,000; Full time

Job summary

A prominent healthcare institution in Brighton is seeking an enthusiastic medical secretary to join its dynamic team. This busy role involves managing patient correspondence, working closely with consultants, and utilizing various IT tools including G2 digital dictation and Microsoft applications. Ideal candidates will have NHS experience and excellent organizational skills, along with a commitment to patient confidentiality. The position offers a salary between £27,485 and £30,162 annually, pro rata.

Qualifications

• Experience in the NHS and secretarial roles.
• Ability to manage patient correspondence.
• Enthusiastic about working in a healthcare setting.

Responsibilities

• Manage clerical administrative and secretarial service to the Consultants.
• Produce and send clinic letters from the electronic dictation system.
• Respond to telephone and email enquiries professionally.

Skills

Excellent telephone skills

Organisational skills

Teamwork

Excellent communication skills

Time management skills

Customer care experience

Stress management skills

Education

RSA 3 or equivalent

Tools

G2 digital dictation software

Microsoft Outlook

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Job description

Employer University Hospitals Sussex NHS Foundation Trust Employer type NHS Site Louisa Martindale Building, Royal Sussex County Hospital Town Brighton Salary £27,485 - £30,162 per annum, pro rata Salary period Yearly Closing 15/02/2026 23:59

Job overview

We are looking for an enthusiastic medical secretary to join this dynamic team. The role is particularly busy with a lot of variety. You will work in the same area as the consultants and often will deal with their queries and correspondence with them directly.

The secretarial role here is busy and varied. The team works well together and the days fly by!

The department is situated in the new Louisa Martindale Building.

Main duties of the job

You will need excellent time management skills, the ability to organise and prioritise work along with an understanding of, and commitment to, patient confidentiality.

You will carry out the production of clinic letters and other correspondence from the electronic dictation system (G2) including amending and sending letters, when approved/signed on a timely basis.

The ideal candidate will have NHS experience, secretarial experience and have excellent organisational skills.

There are many urgent telephone and email enquiries to the department which are dealt with in a professional manner by the secretarial team.

Detailed job description and main responsibilities

• An autonomous responsibility to manage a full clerical administrative and secretarial service to the Consultants and their teams.
• Take initial receipt of all incoming correspondence and enquiries as appropriate.
• Operate Careflow computer software system for retrieval/tracking of patient information/notes and dealing with patient enquiries.
• Using tact, diplomacy, reassurance and discretion, respond to telephone enquiries from distressed patients and their relatives. Occasionally dealing with verbal abuse.
• Organise and record diary ensuring all paperwork is available as needed for appointments and meetings if required.
• Communicate with other Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers, managers, wards, admissions, outpatients and many other departments. Arranging meetings/appointments and provide information on a day-to-day basis.
• Provide a complete secretarial service including audio typing/touch-typing clinical correspondence, dealing with departmental emails and composition of letters, minute taking.
• Utilise all modern IT tools available to provide the most efficient use of time and the most effective service e.g. software used Microsoft Outlook, Word, PowerPoint and Excel.
• Typing of reports, statements and theatre lists.
• Comply explicitly with the Trust’s Complaints Procedure. Without delay forward to appropriate parties all formal complaints and responses.
• Take and transcribe minutes of meetings as necessary.
• Personally deal with as many enquiries as possible such as arrangements for meetings, answer patient’s enquiries relating back to them answers and advice as necessary on a regular basis.
• Act as a point of contact for the Clinical Team.

Person specification

• Excellent telephone skills - experience of talking to patients on the telephone & voicemail messages
• Ability to work as a team/job share and work well with others
• Excellent communication skills including use of email & customer care experience
• NHS Experience
• (Medical) Secretarial Experience (10 points medical / 7 points other secretarial)
• Experience prioritising, organisational and time management skills
• RSA 3 or equivalent
• Knowledge of G2 digital dictation software
• Experience of Respiratory and/or Elderly Care
• Medical terminology (Respiratory)
• Stress management skills/experience in busy working environment
• Enthusiasm for working in the NHS/UHSx/Respiratory
• Experience in Respiratory or Elderly Care

Equality, Diversity and Inclusion

• Evidence of having undertaken own development to improve understanding of equalities issues
• Evidence of having championed diversity in previous roles (as appropriate to role)

Important information for applicants:

A Note on AI Use in Applications

We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation. Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.

Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.

Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.

DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.

Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.

UHSussex reserves the right to close the role early if we receive a high volume of applications.

For help with the application process for Nursing vacancies, please email [e-mail].

For help with the application process for Non-Nursing vacancies, please email [e-mail].