Hooke London
Medical Secretary & Phlebotomist / Nurse
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Medical Secretary (clinical background welcome: RGN/phlebotomy)
The role of Medical Secretary will offer the successful candidate the opportunity to work in a high-end, physician-led health service focussed on integrative preventative medicine and the science of ageing.
This is a clinical coordination and administration role combining:
- Coordination of client investigations, appointments and clinician diaries
- Clinical documentation: patient letters, referrals, blood and prescription requests
- Client liaison and chaperoning on testing days
- Clinical support for suitably qualified candidates
You will be the operational link between clients and the clinical team, ensuring every investigation, letter and referral is accurate, timely and properly filed. This role will suit someone who is precise, discreet and comfortable working to clinical deadlines. It would also suit a registered nurse or qualified phlebotomist looking to move into a more administrative, coordination-focused role, drawing on their clinical background to understand terminology, pathways and prep requirements.
Brief Outline
Role: Medical Secretary
Reports to: COO
Salary: £35,000-45,000 FTE depending on experience and clinical skills
Contract: 3 or 4 days per week
Location: 86 Brook Street, London W1K 5AY
Working hours: 08:30–17:00; flexibility required around client testing days, which can run early or late
Key Responsibilities
Appointment and Health Screen Coordination
- Build and maintain client investigation itineraries
- Check clinician and specialist availability and map out testing schedules accordingly
- Liaise with internal doctors and external providers to confirm appointments
- Create calendar invites for all client appointments to house format, including correct prep instructions (fasting, hydration, dress)
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Clinical Administration (Semble)
- Order and request bloods on behalf of doctors; send request forms to the phlebotomist at least two working days ahead
- Draft, format and upload internal patient letters following consultations
- Complete imaging and referral request forms with clinical indications provided by doctors; file correctly and send to the right provider
- Upload specialist and external correspondence to the client portal and notify clients appropriately
Prescriptions
- Process prescriptions through Semble and Gould Pharmacy, including Signature Rx/Cloud Rx and international routes
- Handle collection, courier arrangements and payment reconciliation where required
Client Health Screens
- Prepare printed itineraries and onboarding paperwork; confirm rooms and equipment are ready
- Welcome and chaperone clients through their visit, keeping the day to schedule and liaising with clinicians on delays
- Arrange sample kit assembly and delivery (stool/urine kits) ahead of appointments
- Maintain client confidentiality and escalate any clinical or safeguarding concerns immediately to the appropriate clinician
Systems & Tracking (Monday.com)
- Maintain the client management tracker: update service status, delivery dates and next steps through each client’s journey
- Keep the Client Contact Management board accurate and current
- Raise and track invoice requests, liaising with the Accounts team through to payment
Communication
- Communicate with clients, their PAs and the clinical team in a clear, precise and professional manner
- Adapt communication style appropriately for UHNW clients and senior clinicians alike
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Clinical Duties (for candidates with a nursing or phlebotomy background)
- Be patient-facing where required, supporting the clinical team during client visits
- Assist doctors during examinations
- Take blood
Candidate Profile
Essential
- Prior experience as a medical secretary, clinical administrator, or PA to consultants/clinicians OR a nursing/phlebotomy background with a strong interest in moving into administration
- Working knowledge of medical terminology and clinical pathways
- Comfortable using a clinical practice management system (Hooke uses Semble)
- Excellent written English, with high accuracy in medical correspondence and record-keeping
- Strong organisational skills — able to run multiple clinicians’ diaries and several live client cases at once
- Discretion when handling sensitive personal and clinical information
- Confident liaising with senior clinicians and UHNW clients
Desirable
- Experience in a private clinic, hospital secretarial, or concierge health setting
- Registered nurse (RGN) or qualified phlebotomist background
- Familiarity with Monday.com or a similar tracking/CRM system
- Interest in preventative health, longevity or diagnostics
Mindset
- Meticulous and process-driven, but calm when plans change at short notice
- Takes ownership and follows things through to completion
- Comfortable with both structured process and clinical ambiguity
- All hands on deck attitude
Health and Longevity Optimisation Limited t/a Hooke is committed to equality of opportunity and to selection on merit; we welcome applications applicants of all backgrounds.
STARTING DATE: ASAP
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