Support Secretary Community Paediatrics Broadoaks

Detailed job description and main responsibilities

The Support Secretary plays a key role in ensuring that the Neurodevelopmental pathways operates safely, efficiently and with excellent patient experience.

You will be responsible for providing a full secretarial service to consultants and junior medical staff, including preparing clinic letters, diagnostic summaries and reports using digital dictation systems such as Tpro/Accurx. This requires strong typing skills, attention to detail and familiarity with medical terminology. You will also prepare paperwork for clinics, manage incoming messages, organise electronic filing, and maintain accurate records to support clinical decision-making.

A core part of the role is pathway coordination. You will track each patient's progression through their pathway, liaising with families, schools, GPs and other agencies to gather and chase required information. You will identify and escalated delays that could impact diagnostic timeliness or create bottlenecks, helping to ensure the service meets key targets and delivers a smooth patient journey.

You will proactively manage consultant diaries, arrange meetings, prepare agendas, book venues and take minutes as required. Strong organisational skills are essential, as you will maintain bring-forward systems, highlight deadlines, prepare daily briefings, and ensure that relevant files, clinic lists and notes are ready in advance.

The post requires a high level of communication, professionalism and confidentiality. You will support parents and carers by providing updates, addressing enquiries, and signposting appropriately, ensuring families feel informed and supported. Internally, you will work closely with medical staff, administrative teams, operational managers and external partners to ensure the highest standard of coordination and documentation.

You must be able to work independently, using your initiative to prioritise workload, balance competing tasks and maintain high standards of accuracy. Flexibility is also required, as you may be asked to provide cover for colleagues to maintain continuity across the administrative team.

Person specification

Qualfications

Essential criteria

• Educated to GCSE English Grade C or above/Grade 4-9 OR Functional Skills level 2 in Literacy.
• Typing speed of 60 wpm
• RSA 2 or equivalent
• Relevant In-house Training Courses: e.g. Attendance Management, Appraisal Training, DSE, Risk Assessment

Desirable criteria

• RSA 3 Typing Qualification
• ECDL or equivalent experience

Knowledge and Experience

Essential criteria

• Efficient in the use of Office 365 (Word, Excel, Outlook etc)
• Able to manage own workload and work autonomously as part of a team.
• Effective team working
• Experience of working in a busy environment and ability to change priorities to meet deadlines, effective delegation skillst
• Experienced and competent minute taking
• Knowledge of medical terminology

Desirable criteria

• Previous secretary experience in an NHS environment
• Use of Trust IT packages ie Flex, Evolve
• Experience of staff supervision

We are committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership, neurodiversity or veteran status are encouraged to apply for this post. Our Statement on the Recruitment of Ex-Offenders is available

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