Hospital Secretary: Steps To Start Your Career

A hospital secretary, also known as a medical secretary or personal assistant, is responsible for handling administrative and clerical tasks at a hospital or clinic. Their duties include accepting calls from patients, coordinating appointments, and processing invoices and payments. While there are no major entry requirements for becoming a medical secretary, most employers require IT skills and some experience working in an office. To increase your chances of employment, you can pursue a medical secretary training course or a business administrator advanced apprenticeship.

Qualifications and training

While there are no specific major entry requirements for becoming a hospital secretary, employers will expect you to have excellent keyboard skills and a good level of education.

You will also need to have GCSEs at grades 9 to 4 (A* to C) in English and maths, or equivalent qualifications. Some employers may ask for five GCSEs. You will also need to demonstrate IT skills, such as understanding how to use cloud networks and Microsoft Excel.

You can improve your chances of getting a job as a hospital secretary by taking a college course or apprenticeship in business administration or secretarial or business services qualifications. You could also take a course specifically in medical administration, such as a Level 2 or Level 3 diploma. Pitman Training offers over 250 courses in qualifications for medical secretaries. Some courses can be completed in just six weeks.

Once you have secured a job as a hospital secretary, you will receive on-the-job training. This will include an introduction to the department, how to use IT and phone equipment, and the procedures to follow. You may also receive training in customer care. You may be offered the chance to take qualifications such as NVQs or those from the Association of Medical Secretaries, Practice Managers, Administrators and Receptionists (AMSPAR) or the British Society of Medical Secretaries and Administrators (BSMSA). Both AMSPAR and BSMSA offer training, online forums and newsletters.

Skills

To become a hospital secretary, you will need a mix of hard and soft skills. Hard skills are specific, learnable, measurable, and often industry- or occupation-specific abilities related to a position. Soft skills, on the other hand, are usually self-taught and do not require a certain level of education.

Hard Skills

Hospital secretaries require IT skills, such as understanding cloud networks and Microsoft Excel. You will also need excellent keyboard skills and a good understanding of basic computer programs such as Microsoft Word.

Soft Skills

Organisation and responsibility are key soft skills for hospital secretaries. You will need to be able to manage and prioritise tasks to ensure the smooth running of the practice. Communication skills are also important as you will be dealing with correspondence, making appointments, and handling patient queries.

Other Skills

Hospital secretaries may also be required to supervise a team of admin or secretarial staff, so some experience in a medical setting is beneficial. Familiarity with medical terminology and NHS ways of working is also helpful.

Qualifications

While there are no set entry requirements for becoming a hospital secretary, some employers may ask for qualifications such as GCSEs or similar. Relevant subjects include business, secretarial, or business services qualifications. You can also pursue a business administrator advanced apprenticeship, which typically takes 18 months to complete and requires five GCSEs between grades 9 and 4 in English and maths.

Certifications

Certifications can also be beneficial, showing employers that you have the baseline knowledge expected for the position. While not all employers require certifications, they can make your application stand out. Relevant certifications include Certified Health Unit Coordinator and Certified Medical Administrative Assistant (CMAA).

Training

Once you have gained the necessary skills and qualifications, you will receive on-the-job training. This will include an introduction to the department, how to use IT and phone equipment, and the procedures to follow. You may also receive training in customer care.

Experience

While there are no formal entry requirements to become a hospital secretary, employers will expect you to have excellent keyboard skills and a good level of education.

It is also beneficial to have experience working in the healthcare sector, as this will give you an understanding of medical terminology and NHS ways of working. You could gain this experience by working as a receptionist or clerical assistant in a healthcare setting.

Another way to gain experience is to take on an apprenticeship. A business administrator advanced apprenticeship will typically take 18 months to complete and involves a mix of workplace learning and off-the-job study. You will need five GCSEs at grades 9-4 (A*-C) to take this route.

You could also take a college course to gain the skills and knowledge needed to become a hospital secretary. Relevant subjects include secretarial or business services qualifications.

Once you have gained the necessary experience and qualifications, you can start applying for hospital secretary jobs. It is worth noting that medical secretaries with their eyes on the future can potentially rise to higher-paid positions within the healthcare administration sector. With experience, you could become a manager responsible for an admin or secretarial department, or you could move into other areas such as finance, HR, or health records.

Career progression

While there are no formal entry requirements to become a hospital secretary, most employers will expect excellent keyboard skills and IT skills, including proficiency in Microsoft Excel and cloud networks. Some employers may also ask for GCSEs or similar qualifications.

To increase your chances of employment, you could pursue a medical secretary training course. These courses can provide you with the necessary knowledge and skills to excel in this career and potentially negotiate a higher starting salary. For instance, some training providers offer Level 2 or Level 3 diplomas in Medical Administration.

Additionally, gaining administrative work experience, especially within the healthcare sector, is advantageous. You could start by working as a receptionist or clerical assistant in a healthcare setting and then transition into a medical secretary role while acquiring relevant qualifications.

Once you become a hospital secretary, you will typically receive on-the-job training, which includes an introduction to the department, IT and phone equipment usage, and customer care. You may also have the opportunity to pursue further qualifications, such as NVQs or certifications offered by the Association of Medical Secretaries, Practice Managers, Administrators and Receptionists (AMSPAR) and the British Society of Medical Secretaries and Administrators (BSMSA).

With experience as a hospital secretary, you can advance your career in several ways. You could move into managerial roles, supervising administrative or secretarial teams. Alternatively, you may transition into other areas such as finance, HR, health records, informatics, or IT within the healthcare sector. Obtaining additional qualifications and certifications can enhance your career prospects and potentially lead to higher-paid positions within healthcare administration.

Salary expectations

In South Carolina, for example, the average hourly rate is $18 per hour, $3.02 less than the national average. In contrast, in Kentville, the average annual salary is $48,405, which is $2,460 (5.36%) more than the national average.

In the NHS, medical secretaries are paid on the Agenda for Change (AfC) pay system, typically starting at band 3 or 4, with the possibility of progressing to band 5 with further training and qualifications.

To increase your salary expectations, it is beneficial to have relevant qualifications and training. For example, pursuing a medical secretary training course can provide the necessary skills and knowledge to excel in this career and potentially negotiate a higher salary. Relevant qualifications, such as GCSEs or diplomas in medical administration, can also enhance your salary prospects.

Frequently asked questions