Haematology and Oncology Medical Secretary

Haematology and Oncology Medical Secretary

The closing date is 27 April 2026

We are looking for a forward thinking, enthusiastic and highly motivated individual who can provide comprehensive, efficient and patient-centred medical secretarial support to the Oncology and Haematology Teams at SWUFT NHS Trust. The post will be based at Warwick Hospital, with the flexibility of occasionally working at the Rigby Unit in Stratford, as and when required.

The successful candidate will possess excellent organisational and prioritisation skills, a strong team work ethic and behaviours aligned to the Trust's values of acting with compassion, openness, honesty and respect and working in partnership to deliver and improve the services we provide to our patients.

Main duties of the job

To work as part of a team providing a specialised, comprehensive and confidential patient-centred clinical administration and secretarial service to consultants and junior medical staff within Cancer Services.

To co ordinate the management of the elective and/or emergency pathways to include Cancer Waiting Time Targets, Referral to Treatment Targets (RTT) and Choose & Book.

To co ordinate the delivery of a specialty specific single point of access for patients.

Job responsibilities

Key Result Areas:

Prioritise workload ensuring urgent tasks are completed within timescales and identify workload issues that may affect clinical service provision.

Accurately type clinical correspondence from audio dictation/copy typing in a timely and efficient manner.

Arrange patients' new and follow up appointments as required using LORENZO system in liaison with appropriate departments.

Set up and maintain filing systems ensuring all documents are accurately and appropriately archived; take responsibility for patients' notes in the office.

Obtain investigation results and exercise judgement to ensure that attention is urgently drawn to histology and urgent telephoned results, and all results are filed in the patients' records.

Action all leave requests for the medical staff promptly in accordance with Trust Policy including completing the electronic session cancellation form and forwarding to the appropriate person within the given timescale.

Maintain up to date timetables for the Consultants, arrange meetings, compose and transcribe minutes proactively ensuring action points are raised and completed where necessary, and liaise with the Medical School/Medical Students as and when required.

Cover reception during periods of leave.

Measurable Result Areas

Responsible for updating and maintaining the 18wk RTT Status Manager to ensure accurate record keeping at all times. To complete ITT forms as required according to the Standard Operating Procedure.

Co operate in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assist managers in its implementation.

Communications and Working Relationships

Act as a point of contact to ensure all enquiries are effectively managed and resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.

Liaise professionally with all departments regarding admissions, waiting lists, ad hoc ward attenders and cancellations, ensuring hospital policies are adhered to.

Promptly open and appropriately action any email correspondence.

Person Specification Qualifications

• Demonstrate good level of basic education including English language GCSE pass at grade 4 - 9 or equivalent
• RSA III or equivalent speed and accuracy
• Level 3 Certificate in Medical Terminology (AMSPAR) or equivalent medical secretarial experience
• European Computer Driving License or equivalent

Experience

• Significant medical secretarial experience
• Demonstrates understanding of the key functions of a Senior Secretarial role
• Previous involvement in delivery of service improvements
• Previous experience of working in Oncology and knowledge of Mosaiq

Skills

• Excellent communications skills
• Able to work independently and on own initiative, with senior members of staff available for reference as required
• Friendly and professional manner to support the above
• Excellent audio/copy typing skills
• Good working knowledge of Microsoft Office
• Sound working knowledge of LORENZO or PAS
• Exceptional organisational skills and ability to prioritise tasks
• Demonstrate understanding of patient confidentiality
• To be able to train more junior members of staff in departmental processes and procedures
• Experience of working with Excel and PowerPoint

Personal Qualities

• Demonstrate ability to effectively work in a team or alone
• Able to deal with distressing situations patients/relatives
• Demonstrate ability to remain calm under pressure
• Able to use own initiative
• To be able to effectively communicate complex information to other members of staff, including in situations where there may be barriers to understanding

Other Job Requirements

• Independent means of transport as there will be a requirement to work at both Stratford and Warwick Hospitals, as required
• Able to work in a busy environment where there are likely to be frequent interruptions

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.