Job summary
This is a fantastic opportunity for a hardworking and enthusiastic individual to join the Ear Nose and Throat (ENT) Outpatients Department in an acute city centre hospital.
We have a vacancy in the ENT Department for a part-time, 12m fixed term Medical Support Secretary. Main duties include providing administrative support through the filing of documents, typing and proof reading of clinic letters and admin, uploading to CDS, and dealing with telephone and written communication from patients and outside agencies, such as GPs and peripheral health centres. We are looking for a member of staff with a "can do" attitude and excellent communication skills, both verbal and written and good typing skills.
Main duties of the job
We are seeking a dedicated and empathetic Medical Secretary to join our team. The ideal candidate will provide essential communication and administrative support within a clinical environment.
Key Responsibilities:
- Act as a primary point of contact for clinical and non-clinical staff, patients, relatives, and carers via phone and email, maintaining a professional and empathetic approach at all times.
- Handle patient queries, return calls promptly, and escalate issues to the relevant team members as necessary.
- Ensure patient records are accurate, up-to-date, and prepared for clinics.
- Assist with sorting and distributing reports and ensuring relevant documentation is filed appropriately.
- Perform clerical duties, including maintaining filing systems, diary management, and scanning patient notes.
- Support referral to treatment pathways, tracking clinic outcomes, and coordinating appointments.
- Provide coverage for other secretaries during absences and attend meetings as required.
Skills & Experience:
- Strong communication and interpersonal skills, with the ability to manage sensitive situations.
- Organisational skills with the ability to maintain accurate records and documentation.
- Ability to adapt and work across different specialties when needed.
About us
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.
Job description
Job responsibilities
For a more detailed job description, main responsibilities, and person specification, please refer to the job description document attached to this vacancy.
Job description
Job responsibilities
For a more detailed job description, main responsibilities, and person specification, please refer to the job description document attached to this vacancy.
Person Specification
Qualifications and Training
Essential
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
- Business and Administration Level 3 NVQ or equivalent experience
- Qualified in word processing or audio typing (or equivalent)
Knowledge and Experience
Essential
- Experience of dealing with the public, both on the telephone and in person
Desirable
- Previous NHS experience
- Understanding of medical terminology
- Clerical / administrative experience
Skills and Abilities
Essential
- Effective and polite manner when dealing with people, both face to face and on the phone
- Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
- Ability to work effectively in a busy team, adjust to change and motivate others
- Ability to work on your own, using your own initiative, if required
- Confidence to handle difficult conversations with patients, relatives and carers
- Effective organisational skills
- Good IT skills including Microsoft packages
- Attention to detail
- Ability to adapt to use new computer packages and programmes
Person Specification
Qualifications and Training
Essential
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
- Business and Administration Level 3 NVQ or equivalent experience
- Qualified in word processing or audio typing (or equivalent)
Knowledge and Experience
Essential
- Experience of dealing with the public, both on the telephone and in person
Desirable
- Previous NHS experience
- Understanding of medical terminology
- Clerical / administrative experience
Skills and Abilities
Essential
- Effective and polite manner when dealing with people, both face to face and on the phone
- Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
- Ability to work effectively in a busy team, adjust to change and motivate others
- Ability to work on your own, using your own initiative, if required
- Confidence to handle difficult conversations with patients, relatives and carers
- Effective organisational skills
- Good IT skills including Microsoft packages
- Attention to detail
- Ability to adapt to use new computer packages and programmes
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).
Employer details
Employer name
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
Address
St Michaels Hospital
Southwell Street
Bristol
BS2 8EG
Employer's website
https://www.uhbw.nhs.uk/ (Opens in a new tab)
