You should be confident communicating with parents and able to recognise when a clinical query needs to be referred promptly to a clinician.

✉️ Clinic Letters – Essential Requirement of the Role

The accurate and timely preparation of clinic letters is a core and essential requirement of this position.

All clinic letters must be prepared, carefully checked and sent on the same day as the patient’s appointment. The successful candidate must therefore be able to work efficiently and accurately to ensure that correspondence is completed promptly following each consultation.

We currently hold clinics from Monday to Friday and approximately three Saturdays each month. The successful candidate must be available to undertake clinic letter duties on these clinic days, including the required Saturdays.

You will be responsible for:

• preparing clinic letter templates in advance of clinic sessions;
• ensuring the correct patient and consultation information is entered;
• accurately inserting clinicians’ dictated or written clinical content;
• formatting clinic letters consistently and professionally;
• using your knowledge of medical terminology to present clinical information accurately;
• adding the appropriate diagnoses and diagnosis tags;
• carefully proofreading every letter for spelling, grammar, medical terminology, formatting and accuracy;
• checking patient and clinician details before correspondence is issued;
• ensuring clinic letters are completed and sent on the day of the patient’s appointment; and
• raising and recording any tasks or actions arising from clinic letters.

Clinic letters are sent directly to families, general practitioners, referring clinicians and other healthcare professionals. Excellent written English, medical secretarial skills, knowledge of medical terminology and exceptional attention to detail are therefore essential.

🗂️ Administration, Finance & Practice Support

You will also support the efficient day-to-day running of the practice, including:

• managing appointments and maintaining well-organised clinic schedules;
• preparing patient records and documentation for clinics;
• maintaining accurate patient databases and electronic medical records;
• uploading and following up investigation and pathology results;
• liaising with clinic premises and healthcare professionals;
• processing self-pay patient invoices and payments; and
• maintaining accurate records while complying with data protection, confidentiality and information governance requirements.

Training will be provided on our specialist practice systems.

🌱 About You

We are looking for someone who is warm, professional, highly organised and able to take ownership of their work.

You will be confident working independently, using your initiative and managing competing priorities while maintaining a consistently high standard of accuracy.

Essential Skills & Experience

To be considered for this role, you must have:

• previous medical secretarial experience or substantial experience in a comparable healthcare administrative role, experience working in private healthcare would be an advantage;
• excellent medical secretarial skills and a good working knowledge of medical terminology;
• excellent written and spoken English, with strong spelling, grammar and proofreading skills;
• the ability to prepare accurate medical correspondence within same-day deadlines;
• exceptional attention to detail and organisational skills;
• excellent telephone and email communication skills;
• confidence communicating sensitively and professionally with patients, parents and healthcare professionals;
• the ability to work independently, use initiative, solve problems and follow tasks through to completion; and
• good computer skills, including Microsoft Word and Microsoft Excel.

Experience within private healthcare, paediatrics or an allergy service would be an advantage.

Applicants must have the right to work in the United Kingdom.

🏡 Home Working

As this position is predominantly home-based, you will need a suitable private workspace, a reliable computer or laptop, a printer/scanner, a paper shredder and a locked cupboard for storing confidential documents if required, a fast and reliable internet connection and appropriate facilities for securely handling confidential information.

All consumables and stationery required for the role will be provided by the practice. We will also provide antivirus protection for your computer or laptop and an internet-based telephone if required.

💛 Our REAL Values

Everyone at Children’s Allergy Doctors is guided by our REAL values, which reflect how we work and how performance is measured:

• Reputation – professionalism, excellence and reliability
• Empathy – kindness, respect and understanding
• Accountability – ownership, initiative and follow-through
• Learning – curiosity, feedback and continuous improvement

REAL is how we work, and we are looking for someone who will demonstrate these values every day.

📩 Next Steps

We look forward to hearing from you.

Please apply by email with your curriculum vitae and a brief covering email explaining why you are interested in the position and the experience and skills you would bring to the role.

Tracy Kennedy, Practice Manager, Children’s Allergy Doctors

Email applications only: recruitment@childrensallergydoctors.com