Emergency Department Secretary

Go back Torbay and South Devon NHS Foundation Trust

Emergency Department Secretary

The closing date is 15 April 2026

Our Emergency Department Secretary will provide high quality administrative/medical secretarial support to the Clinical Director and ED Consultants, necessitating contact with patients, medical, nursing, management and clerical staff.

Main duties of the job

Providing front-line secretarial support to Consultants and Management Team and to provide a first-class support service

Prompt and accurate transcription of clinical and non-clinical letters to conform with Trust Policy

Initiative in dealing with all correspondence maintaining up to date files and to ensure agreed Quality Standards are achieved

Process all investigation results pro-actively with clinical staff

Organising and managing the diaries of the Clinical Director and Consultant staff

Liaising with local GPs and external stakeholders

Organisation of meetings, arranging venues, minute taking and distribution, ensuring all relevant information is circulated well in advance of meeting date

To act as a point of contact within the Directorate ensuring that communication links are maintained at all times

To ensure complaints/enquiries, child protection issues are dealt with tactfully and efficiently, using discretion to decide how these matters should be dealt with. Use discretion and adhere to Confidentiality Policy at all times

To support all administrative functions within the department

Co-ordination of all communication with the Criminal Injury Compensation Authority, Police Statements and Insurance forms

To ensure the department is well stocked with all stationery items and place orders in a timely manner

Complete manpower sheets recording sickness/annual leave for medical staff

About us

Working as part of a busy Emergency Department team of Clinical, nursing and administration staff across teams within Emergency Services to contribute to providing a high standard of care.

Our department contributes to the service delivery for continual improvements in the delivery of clinical services at Torbay and South Devon NHS Foundation Trust.

Job responsibilities

Ensure that an efficient and effective administrative support service is provided to the Department and contribute to the adjustment of plans and elevate unresolved issues to the Team Leaders.

To minute meetings, as required, ensuring all documents are sent prior to the meeting.

To train and coach staff to ensure compliance with Standard Operating Procedures.

Supporting the Admin Team Leaders in HR processes (RTWs, 1:1s).

To provide cover for the administration teams, in emergencies.

Full Vacancy details can be found on the attached Job Description/Person Specification. Please refer to your suitability to the post in your supporting information from the role requirements or person specification.

Person Specification Qualifications

• Educated to GCSE standard (Maths & English at a C or above)
• ECDL or Advanced computer skills qualification or evidence of proficiency in the use of Microsoft Office programmes and bespoke IT systems
• NVQ 3 Business and Administration or equivalent secretarial/PA experience
• Recruitment & Selection Training
• Unit 4
• Medical terminology

Knowledge and Experiance

• Experience in co-ordinating and minuting complex meetings
• Evidence of problem-solving skills
• Customer Care
• Ability to work as part of a team
• Ability to work under pressure and prioritise workloads
• Experience in working within multi skilled teams
• Understanding of performance targets
• Knowledge of Emergency Department computer system
• Knowledge of hospital computer systems

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.

Employer name

Torbay and South Devon NHS Foundation Trust

£24,937 to £26,598 a yearPer annum (Pro rata)