Job Description: Renal/Transplant Matrons Secretary

The Renal/Transplant Matrons Secretary provides a comprehensive, confidential, and efficient secretarial and administrative service to the Renal and Transplant Matrons, supporting the effective management, clinical governance, and day-to-day operation of the Directorate.

The role serves as the first point of contact for the Matrons, managing communications, coordinating diaries, organizing meetings, maintaining records, and supporting recruitment and governance processes.

The post holder works closely with multidisciplinary teams to ensure high standards of administrative support that contribute to the delivery of safe, high-quality patient care.

Responsibilities

• Act as the first point of contact for the Matrons, handling enquiries professionally and confidentially.
• Manage complex diaries, prioritize appointments, and coordinate meetings, venues, agendas, and minute taking.
• Produce high-quality correspondence, reports, presentations, and meeting documentation.
• Arrange Root Cause Analysis (RCA) and Mortality & Morbidity meetings in support of clinical governance.
• Coordinate travel, accommodation, training, and hospitality arrangements.
• Maintain filing systems, including staff personnel records and confidential documentation.
• Support recruitment by preparing vacancy documentation and liaising with Human Resources.
• Update NHS systems such as ESR and DATIX and maintain accurate administrative records.
• Organise charitable trust donations in line with Trust policies.
• Collect patient notes, scan documents to the Electronic Patient Record (EPR), contact patients regarding appointments, organise transplant antibody testing, and prepare patient information packs.
• Provide administrative cover for other Directorate secretaries during periods of absence.
• Ensure compliance with confidentiality, data protection, health and safety, and information governance policies.