Guys and St Thomas Nhs Trust

Apprentice Medical Secretary - Advanced (Level 3)

Guys and St Thomas Nhs Trust (Employer)

Hawk Management (UK) Limited (Training Provider)

Weekly wage £168.35 to £332.50
35.0 hours per week Monday - Friday, 9.00am - 5.00pm
15 months (duration)
29 July 2022(start date)
Business administrator (apprenticeship standard)
2 July 2022 (application closing date)
Register interest

Job Description

A fantastic opportunity has arisen for an Apprentice Medical Secretary, you will be responsible for providing an efficient, high quality secretarial support to one or more consultants and clinical teams within the department under the line management of the Medical Secretary Team Lead.


The duties and responsibilities listed below are representative of the Associate Medical Secretary role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the secretarial service.

Secretarial/Administrative responsibilities

  • Provide full secretarial support to the consultants and members of their teams with respect to their general medical duties and specialist work.
  • Type clinical letters which may include those of a distressing or emotional nature, as well as discharge summaries or other relevant correspondence and documents as required in line with the Trust targets and local SOPs.
  • Complete general clerical duties including photocopying, filing, collection, opening and distribution of post, faxing, arranging couriers, shredding of confidential information.
  • Be aware of, and ensure co-ordination of work to meet quality standards with regard to accuracy and deadlines.
  • Ensure that all daily tasks and ongoing workloads are prioritised and completed within agreed timeframes.
  • Prioritise incoming correspondence and ensure it is promptly dealt with the appropriate member of staff.
  • Manage the transfer of patient information in line with the Trust policies and procedures for patient records and clinic processes.
  • Receive and forward referrals to the appropriate departments or clinicians to ensure appointments are arranged within NHS and local waiting time standards.
  • Book investigation appointments for patients in accordance with timeframes specified by the consultant and ensure patient files are updated with relevant information following the investigations.
  • Act as a central point for information and communication for the clinical team.
  • Locate, collect and book patient notes in and out of the department as required.
  • Assist with induction and on-the-job training of new and agency members of staff.
  • Assist in providing cover for other secretaries in the Directorate to ensure continuity of service to consultants, medical staff, service users and patients.
  • Participate in departmental development initiatives as appropriate and participate in departmental meetings.
  • Undertake any training as required to complete the tasks associated with the role.

Undertake any other duties commensurate to the grade required to ensure the smooth and efficient running of the office

Future Prospects

  • Opportunity to apply for a future role at Guy's and St Thomas NHS Foundation Trust upon successful completion of the apprenticeship programme

Reality Check

Our values help us to define and develop our culture, what we do and how we do it.  It is important that you understand and reflect these values throughout your employment with the Trust. 

The post holder will:

  • Put patients first
  • Take pride in what they do
  • Respect others
  • Strive to be the best
  • Act with integrity

Recruitment process:

1st stage:

Interview + test

Week commencing 4th July 2022 – date and time TBC

Work shadow

Week commencing 4th July 2022 – date and time TBC

Pre-employment checks will include references and DBS checks.

References need to cover for 3 years, with no gaps and include either a professional, work-based contact e-mail addresses for work OR educational referee.

Skills Required

  • Must have previous administration experience
  • Excellent Customer Service
  • Proficient in Microsoft packages inc Word and Excel
  • Excellent organisational skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines
  • Understanding of confidentiality and its application and maintenance in and out of the workplace
  • Excellent communication skills
  • Ability  to plan, prioritise and schedule work  using own initiative to meet deadlines and organise work accordingly
  • Ability to multitask e.g. using different systems, dealing with the public and data entry
  • IT skills - experience of using Microsoft Word, Excel and Outlook proficiently
  • Competent and accurate data entry and ability to file accurately
  • Ability to develop good working relationships with colleagues at all levels
  • Understanding of confidentiality and its application and maintenance in and out of the workplace

Qualities Required

  • Understands and implements the Organisational Values of the trust

Qualifications Required

  • GCSE’s grades A*-C/9-4 in maths and English or equivalent

Training Provided

Apprenticeship Programme Business Administration Apprenticeship
Level: 3
Duration: 15 months
Course Type: Apprenticeship Standard
Apprenticeship Delivery: Work based qualification. A tutor will visit you every 4-6 weeks in your work place.

Units Covered:

  • The Apprenticeship programme is made up of different units.  Apprentices will be assessed on their knowledge, skills and behaviours throughout the apprenticeship and tracked online using an e-portfolio
  • These are grouped into 3 themes which complement each other and are as follows:
  • Core Business & Administration
  • Managing Self & Personal Skills
  • Using Resources & Achieving Results


  • After each theme is complete, a Mock End Point Assessment is carried out to ensure apprentices are prepared for the End Point Assessment at the end of the programme
  • After a minimum of 372 days and successful delivery of the programme, the end point assessment will take place. The end-point assessment is a synoptic assessment of the skills, behaviours and knowledge that have been developed throughout the apprenticeship
  • End-Point Assessments will involve an independent assessor carrying out final assessments with the apprentice, to ensure that the competences and learning within the ‘Apprenticeship Standard’ have been met
  • Apprentices can achieve a pass, merit or distinction dependent on how well they perform in their End-Point Assessment
Register interest