Outpatient Clinical Services Secretary

Job Title

Outpatient Clinical Services Secretary

Location

Cross site (Heald Green/Little Hulton)

Salary

Band 3 Competency Based Framework (£25, 760 – £27, 476 pro rata)

Hours

24 hours per week, worked over 4 days, Monday – Friday (Wed non-working day)

Contract

Permanent

Introduction

At Moya Cole Hospice, there’s one thing that motivates us and that’s providing excellent care and support to those living with or affected by life-limiting Illnesses.

We’re continuously developing our plans for delivering outstanding person-centered care that is innovative and evidence- based and to ensure Moya Cole is in the best shape possible for future generations.

You’ll be challenged, inspired and empowered to help us achieve our purpose and to play your part in making a difference.

Job Summary

The Role

The Outpatient Clinical Services Secretary will:

• Be a point of contact for patients, carers & other agencies/disciplines, communicating where there could be barriers to understanding.
• Provide comprehensive administrative services to support clinical services in the outpatient setting, working closely with clinical and medical colleagues and liaising with external healthcare professionals
• Be able to manage tasks effectively and efficiently, utilising established patterns of priority to respond to competing demands, demonstrating the ability to work both independently and collaboratively within a team.
• Contribute to timely and effective patient flow by supporting the administration for referrals and appointments and managing waiting lists.
• Support with timely delivery of data/information requirements
• Working as a cross-site team to ensure the provision of cover, supporting clinical administration colleagues (staff and volunteers) – deputising as required in their absence.
• Supporting the wider hospice clinical team leaders with administrative tasks/projects to enable them to focus on clinical care
• Support the administration with relation to bereavement support
• Arrange internal and external meetings and take minutes when required
• Preparation of complex and detailed clinical letters and reports, including audio transcription
• Uphold the hospice values and promote a culture that respects and recognises diversity.

Requirements

The Outpatient Clinical Services Secretary will have:

• NVQ Level 3 in administration or RSA Level 3 or equivalent
• Medical terminology qualification or relevant experience
• Have experience in a similar role in a health or social care setting and be able to evidence transferable skills

The Outpatient Clinical Services Secretary will be able to:

• Demonstrate experience of Microsoft packages. E.g. Word, Excel, Outlook, Teams
• Demonstrate good oral, written communication and IT skills.
• Effectively manage their time and workload, prioritising competing tasks effectively
• Demonstrate ability to be highly organised and able to follow complex admin processes and procedures
• Demonstrate a working knowledge of Electronic Medical Record/patient database (e.g. EMIS Web), and have an understanding of updating care records, managing referrals, uploading correspondence and the discharge of patients.
• Efficiently and accurately produce and dispatch complex and detailed clinical/medical letters
• Ability to organise and support meetings, including diary coordination, agenda preparation, and the timely production of accurate minutes
• Experienced in liaising with patients, families and healthcare professionals
• Identify own development needs and show evidence of continued professional development
• Demonstrate experience of working collaboratively as a member of a team

Key Benefits

• 35 days annual leave rising to 37 after 5 years and 41 after 10 years (inc. bank holidays, pro rata for part-time employees)
• Buy an additional week annual leave (pro rata for part-time)
• Heath cash plan
• Contributory pension scheme up to 7% matched contribution (or the ability to continue with a previously held NHS pension (subject to making contribution’s into the scheme in the previous 12 months)
• Life cover
• Free parking
• Discounted meals on site
• Meaningful work, making a difference in the lives of others
• Opportunity to develop your leadership skills within a structured development framework
• IIP Platinum employer creating the right environment for everyone to thrive and reach their potential

How to Apply

If you would like to contribute to making a difference for a much-loved charity, we’d love to hear from you.

Click HERE to apply.

Please contact Anne Shepherd on 0161 567 1120 (Mon-Thurs) or email anne.shepherd@moyacole.org.uk for more information.

Applicants must be authorised to work in the UK. We are not able to offer sponsorship at this time.

The successful candidate will be subject to a DBS Check at the level appropriate to the role, the cost of which is covered by the hospice. Any post holder within the organisation will be expected to undertake safeguarding training appropriate to their role and adhere to safeguarding policies and procedures. All staff must work in accordance with their statutory roles and responsibilities in relation to safeguarding in accordance with the Working Together to Safeguarding Children 2023, The Care Act 2014, and Prevent Duty 2015.

Timescales

We reserve the right to close and interview prior to the dates outlined below.

Closing date: 4th October 2026

Interview date: 14th October 2026