Job summary
This is an exciting opportunity for an experienced Support Secretary to join our Urology Team at UHD. You will provide support to our Consultants and Clinical teams through administrative tasks such as audio typing, updating Teams, assisting with phone queries and organising post and filing to ensure the department runs smoothly.The post holder must be IT literate and ideally familiar with hospital computer systems including eCamis and EPR. Knowledge of Microsoft Teams would also be beneficial. The ideal candidate must have a good knowledge of office practices and medical terminology alongside excellent interpersonal skills and be reliable and flexible with the ability to work under pressure and above all be a team player.We offer training and development opportunities within an established Urology secretarial team which sits within the Surgical Secretariat.
This service has a planned move from Bournemouth site to Poole site on in July 2026.
Main duties of the job
- Typing audio and digital documents to include operation and clinic letters
- Maintaining investigation systems for patient results (TEAMS)
- Processing of Choose & Book referrals
- Delivery of investigation requests to other departments within the hospital
- Postal service administration for outgoing patient letters
- To cover consultant's PA desks in their absence
About us
UHD are investing, developing and transforming Trust services in line with the New Hospital Programme. As part of this, some services may move site this year or next, either temporarily or permanently. Recruiting Managers will be happy to answer any service-specific questions at interview.
If a role or service relocates as part of a planned move, excess mileage will not bereimbursed. Travel from home to the new work base will be classed as a normal commute. Any other changes will be managed under Trust or national terms and conditions.
UHD has active networks including Women's, DEN, Pride, EU, Pro Ability, and Armed Forces. We support Disability Confident and Armed Forces Covenant interview schemes.
AI tools may be used, but applications must honestly reflect your own skills and experience. Integrity is key to our recruitment process
Job description
Job responsibilities
- Supporting consultants and consultant secretaries in providing an efficient secretarial service. This will involve the typing of all clinical correspondence i.e. clinic letters, reports, operation letters etc, under the supervision of the consultant secretary, using audio/Digital Dictation.
- To be aware of RTT (Referral to Treatment) pathways to adjust patient referral to treatment clock according to the treatment plan, liaising with consultant secretaries and/or validator as necessary.Understand and be proactive in managing this and highlight any potential issues to prevent breaches. This includes ensuring that follow up appointments following diagnostics are dealt with immediately to avoid any unnecessary delays within the patient pathway to meet national targets.
- Look up, sort and file patient results as directed by the clinician/consultant secretary in line with Health Records filing policy.
- Photocopying and general filing to include correspondence, results in hospital notes when required.
- Be responsible for out-going post, meeting afternoon deadline assisting post workers when required.
- Dealing with telephone queries in an appropriate manner as instructed by the consultant secretary.
- Ensuring all referrals are collected on a daily basis and distributed to the appropriate clinician without delay. This includes Choose and Book referrals and paper referrals received direct from GP or other professional bodies.
- Prepare an adequate instruction daily work sheet to be used in the post holders absence.
- Maintain confidentiality at all times. Deal with confidential sensitive information about patients. Adhere to policies and statutory Health and Safety requirement of the University Hospitals Dorset NHS Foundation Trust.
- To maintain patient safety through rigorous and consistent compliance with Trust policies for the prevention and control of infection, including hand hygiene. To undertake appropriate mandatory training and updates in infection prevention and control.
Job description
Job responsibilities
- Supporting consultants and consultant secretaries in providing an efficient secretarial service. This will involve the typing of all clinical correspondence i.e. clinic letters, reports, operation letters etc, under the supervision of the consultant secretary, using audio/Digital Dictation.
- To be aware of RTT (Referral to Treatment) pathways to adjust patient referral to treatment clock according to the treatment plan, liaising with consultant secretaries and/or validator as necessary.Understand and be proactive in managing this and highlight any potential issues to prevent breaches. This includes ensuring that follow up appointments following diagnostics are dealt with immediately to avoid any unnecessary delays within the patient pathway to meet national targets.
- Look up, sort and file patient results as directed by the clinician/consultant secretary in line with Health Records filing policy.
- Photocopying and general filing to include correspondence, results in hospital notes when required.
- Be responsible for out-going post, meeting afternoon deadline assisting post workers when required.
- Dealing with telephone queries in an appropriate manner as instructed by the consultant secretary.
- Ensuring all referrals are collected on a daily basis and distributed to the appropriate clinician without delay. This includes Choose and Book referrals and paper referrals received direct from GP or other professional bodies.
- Prepare an adequate instruction daily work sheet to be used in the post holders absence.
- Maintain confidentiality at all times. Deal with confidential sensitive information about patients. Adhere to policies and statutory Health and Safety requirement of the University Hospitals Dorset NHS Foundation Trust.
- To maintain patient safety through rigorous and consistent compliance with Trust policies for the prevention and control of infection, including hand hygiene. To undertake appropriate mandatory training and updates in infection prevention and control.
Person Specification
Qualifications
Essential
- RSA II or equivalent touch typing/computer skills
- Minimum 5 GCSE's including English or equivalent
Desirable
- Computer qualification
- NVQ Level 2 in Business Administration or relevant experience.
Technical Skills
Essential
- Data accuracy on computer systems
- Audio typing
Desirable
- Experience of working with Hospital Systems
Experience
Essential
- Secretarial experience or similar
- Working with people at all levels
Desirable
- Experience of working at UHD in a similar role
- NHS medical secretary experience
Personal attributes
Essential
- Team Player
- Effective Communicator
- Ability to organise own workload
Person Specification
Qualifications
Essential
- RSA II or equivalent touch typing/computer skills
- Minimum 5 GCSE's including English or equivalent
Desirable
- Computer qualification
- NVQ Level 2 in Business Administration or relevant experience.
Technical Skills
Essential
- Data accuracy on computer systems
- Audio typing
Desirable
- Experience of working with Hospital Systems
Experience
Essential
- Secretarial experience or similar
- Working with people at all levels
Desirable
- Experience of working at UHD in a similar role
- NHS medical secretary experience
Personal attributes
Essential
- Team Player
- Effective Communicator
- Ability to organise own workload
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
