Job Description

About the Role

An excellent opportunity has become available for a Medical Secretary / Personal Assistant to join the Hepato-Pancreato-Biliary (HPB) and Transplant Service at Cambridge University Hospitals. This highly specialised service is the regional centre for pancreatic and liver surgery, providing care to patients with complex and life-changing conditions.

This role is central to the smooth and safe coordination of HPB patient pathways. You will work closely with Consultants, Registrars, nursing teams, and theatre services, ensuring clinical activity is supported by efficient administration, excellent communication, and strong organisational skills.

We are seeking a motivated and resilient individual with a positive, proactive mindset, who can manage competing priorities, remain calm under pressure, and communicate sensitively with patients, relatives, and healthcare professionals.

Key Responsibilities

Personal Assistant & Consultant Support

• Provide comprehensive PA support to HPB and Transplant Consultants and medical teams
• Manage complex diaries, coordinate meetings, and arrange clinics efficiently
• Prepare agendas, attend meetings, and accurately record and distribute minutes
• Act as a key point of contact between Consultants, patients, GPs, and internal teams

Patient Pathway & Service Coordination

• Support elective and cancer pathways, ensuring compliance with national and local KPIs
• Produce high-quality clinic letters, Advice and Guidance responses, and clinical correspondence
• Respond professionally and compassionately to patient and GP enquiries by phone and email
• Optimise clinic utilisation and support theatre scheduling activity

Administrative & Technical Duties

• Deliver accurate audio-typing using medical terminology
• Maintain electronic and paper records in line with confidentiality standards
• Support reporting, data entry, and document management
• Use Trust IT systems confidently, including Microsoft Office and clinical systems

Information on data protection responsibilities:
 https://www.gov.uk/data-protection

Working at Cambridge University Hospitals

Cambridge University Hospitals NHS Foundation Trust includes Addenbrooke’s Hospital and The Rosie Hospital, employing over 13,000 staff and delivering care to local, regional, national, and international patients.

CUH is rated “Good” overall by the Care Quality Commission and recognised for delivering outstanding patient care. Our values — Together, Safe, Kind, Excellent — shape how we work and support one another.

We are committed to equality, diversity, and inclusion and aim to create a workplace where everyone feels respected, supported, and able to reach their full potential.

Visa & Right to Work Information

Due to Home Office immigration regulations, this role does not offer Skilled Worker visa sponsorship.

Applicants on a Student visa may only be considered if they:

• Have applied for a Graduate visa
• Will have applied for a Graduate visa before the employment start date
• Will complete their studies within 3 months of the anticipated start date (where applicable)

Further details can be found at:
 https://www.gov.uk/graduate-visa

Person Specification

Essential Qualifications

• Educated to A-Level or Level 3 (Business Administration / IT or equivalent experience)
• GCSE Maths and English (Grade 4/C or above) or equivalent
• Touch typing and audio typing experience
• Secretarial qualification (RSA III) or equivalent professional experience

Essential Experience

• Administrative or secretarial experience in a busy office environment
• Diary management, meeting coordination, and minute-taking
• Producing reports, correspondence, and data entry
• Working to deadlines while managing competing priorities
• Strong customer service skills, including handling sensitive enquiries
• Confident use of Microsoft Office applications

Desirable Criteria

• NHS experience or familiarity with healthcare environments
• Knowledge of medical terminology
• Experience using the Epic electronic patient record system
• Understanding of NHS targets, PTL processes, and Trust systems

Key Skills & Attributes

• Excellent verbal and written communication skills
• High level of organisation, accuracy, and attention to detail
• Ability to work independently and use initiative
• Adaptability and resilience in a fast-paced environment
• Commitment to confidentiality and information governance

Guidance on NHS confidentiality standards:
https://www.gov.uk/government/publications/confidentiality-nhs-code-of-practice

Benefits & Wellbeing

CUH offers a wide range of benefits to support a healthy work-life balance, including:

• Flexible working options (where service allows)
• On-site leisure facilities, childcare, and shopping concourse
• Subsidised transport and parking schemes
• Reduced-cost meals available 24/7
• Dedicated staff rest and wellbeing spaces
• Safeguarding & DBS

This role is subject to an Enhanced Disclosure and Barring Service (DBS) check under the Rehabilitation of Offenders Act (Exceptions Order) 1975.