Medical Secretary/PA(UK Visa Sponsorship)

Job Description

About the Role

We are seeking a highly motivated and skilled Medical Secretary / Personal Assistant to join our friendly and professional secretarial team at the Sussex Cancer Centre. You will support our clinical oncology team in delivering high-quality patient care while managing a diverse and challenging workload.

This role is suitable for candidates with prior medical or administrative experience who are adept at handling complex communications, managing schedules, and transcribing medical documentation accurately. Your work will directly support clinicians and patients, ensuring efficient service delivery within a collaborative, multidisciplinary environment.

Key Responsibilities

Patient and Clinical Communication

• Act as the first point of contact for patients, carers, GPs, and healthcare professionals via email, telephone, and face-to-face.
• Communicate sensitive information with empathy and professionalism.
• Coordinate appointments, clinic schedules, and multidisciplinary meetings, including minute-taking as required.
• Provide reassurance and guidance to patients and carers, including those with complex needs or from diverse backgrounds.

Administrative Support

• Provide a comprehensive secretarial service, including audio typing, document preparation, reports, and correspondence.
• Maintain accurate records on Patient Administration Systems (PAS) and departmental databases.
• Prioritise and manage workloads autonomously, ensuring deadlines and service standards are met.
• Support audit activities, collate patient demographic and clinical data, and prepare reports as required.
• Maintain departmental filing systems, manage emails, photocopying, and document uploading to PANDA.
• Provide cover for colleagues and supervise temporary or bank staff as needed.

Team and Professional Development:

• Mentor new staff and participate in induction processes.
• Engage in continuous professional development and training, including Trust-provided IT systems and medical terminology.
• Collaborate closely with the multidisciplinary team to maintain seamless operational support.

Compliance and Governance:

• Ensure patient confidentiality in line with the Data Protection Act 2018 and Caldicott principles.
• Adhere to Trust policies, procedures, and complaints handling protocols.
• Escalate any clinical concerns promptly to the appropriate Manager, Supervisor, or Consultant.

Skills and Experience

• Minimum of 2 years’ experience in a secretarial or administrative role; medical secretarial experience preferred.
• Proficiency in audio transcription, medical terminology, and standard office software (Microsoft Office Suite).
• Excellent organisational skills, attention to detail, and the ability to prioritise under pressure.
• Strong interpersonal and written communication skills, with empathy and professionalism in patient interactions.
• Experience in a hospital or healthcare environment is desirable.

Inclusion and Wellbeing

At UHSussex, we celebrate diversity and are committed to creating an inclusive and supportive workplace. We are a Disability Confident Employer (Level 3) and a Veteran Aware Trust. Staff networks, mentoring, and buddy systems are in place to help all employees thrive.

Important Notes

This role does not meet the minimum criteria for visa sponsorship under current UK immigration rules. Applicants must already have the right to work in the UK. For more information, see UK Visas and Immigration.

Training on Trust systems and departmental databases will be provided.