Job summary
An exciting opportunity has arisen for a Medical Secretary to join our Theatre Team
The Theatre Medical Secretary will provide administrative / secretarial service to the Theatre Management Team. Dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties. Ensure cross cover with colleagues working where appropriate.
Interviews will take place on 30th July, 2025
The Job Description and Person Specification are subject to change and currently under review.
Main duties of the job
- Plan, organise meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance.
- Understanding of Microsoft Teams, how to record and present documentation.
- Taking minutes of meetings (Microsoft Teams and face to face) and circulating to relevant groups. Sending out agenda's and arranging meeting venues as requested by Theatre Management Team.
- To support the Theatre Management Team to produce and circulate rota's as and when requested. Including liaising with all levels of staff, internally and externally.
- Co-ordinate and monitor compliance with mandatory training and appraisal activity for all the Theatre Teams and reporting compliance.
- Co-ordinate and monitor compliance with golden patient and complete spreadsheet daily, in the absence of the Forward Wait Co-ordinator.
- Type up action plans needed for relevant areas including Human Resources, Infection Prevention, Pharmacy, Controlled Drugs, Care Indicator Audits
- Provide a full administrative and secretarial support service to all Operational Theatre Managers/Co-ordinator's/Band 6's within the Department, across both Whiston and St Helens Hospital sites.
- Type up operation notes from verbal dictation, ensuring saved on the system and copy printed for patient health records.
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
Advertising date: 11/07/25Closing date: 20/07/25Shortlisting date: 22/07/25Interview date: 30/07/2
- Plan, organise meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance.
- Understanding of Microsoft Teams, how to record and present documentation.
- Taking minutes of meetings (Microsoft Teams and face to face) and circulating to relevant groups. Sending out agendas and arranging meeting venues as requested by Theatre Management Team.
- To support the Theatre Management Team to produce and circulate rotas as and when requested. Including liaising with all levels of staff, internally and externally.
- Co-ordinate and monitor compliance with mandatory training and appraisal activity for all the Theatre Teams and reporting compliance.
- Co-ordinate and monitor compliance with golden patient and complete spreadsheet daily, in the absence of the Forward Wait Co-ordinator.
- Type up action plans needed for relevant areas including Human Resources, Infection Prevention, Pharmacy, Controlled Drugs, Care Indicator Audits
- Provide a full administrative and secretarial support service to all Operational Theatre Managers/Co-ordinators/Band 6s within the Department, across both Whiston and St Helens Hospital sites.
- Type up operation notes from verbal dictation, ensuring saved on the system and copy printed for patient health records.
Job description
Job responsibilities
Advertising date: 11/07/25Closing date: 20/07/25Shortlisting date: 22/07/25Interview date: 30/07/2
- Plan, organise meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance.
- Understanding of Microsoft Teams, how to record and present documentation.
- Taking minutes of meetings (Microsoft Teams and face to face) and circulating to relevant groups. Sending out agendas and arranging meeting venues as requested by Theatre Management Team.
- To support the Theatre Management Team to produce and circulate rotas as and when requested. Including liaising with all levels of staff, internally and externally.
- Co-ordinate and monitor compliance with mandatory training and appraisal activity for all the Theatre Teams and reporting compliance.
- Co-ordinate and monitor compliance with golden patient and complete spreadsheet daily, in the absence of the Forward Wait Co-ordinator.
- Type up action plans needed for relevant areas including Human Resources, Infection Prevention, Pharmacy, Controlled Drugs, Care Indicator Audits
- Provide a full administrative and secretarial support service to all Operational Theatre Managers/Co-ordinators/Band 6s within the Department, across both Whiston and St Helens Hospital sites.
- Type up operation notes from verbal dictation, ensuring saved on the system and copy printed for patient health records.
Person Specification
Qualifications
Essential
- GSCE Standard or Higher
- RSA/OCR III or equivalent
- Word Processing Skills
- Audio-Typing Skills
- Medical Terminology
Desirable
- Shorthand/Speedwriting Skills
Knowledge & Experience
Essential
- Minute Taking
- Microsoft Office Products Experience
- Ability to work as part of a team
Desirable
- 2 years' experience working in an NHS environment
- Previous Medical Secretary Experience
- Medical Audio Typing
- Understanding of Trust Internal Policies as appropriate
Skills & Abilities
Essential
- Excellent IT Skills
- Excellent communication skills
- Ability to manage/prioritise own workload
- Excellent Word Processing and Keyboard skills
- Ability to accurately maintain computerised and manual filing/documentation systems
Desirable
- Time Management Skills
- Knowledge of Trust computer systems
Qualities
Essential
- Ability to use own initiative and work independently
- Capability to adapt to most situations
- Reliable and conscientious
- Ability to manage difficult/sensitive situations
- Able to work the hours and undertake duties required
Desirable
- Excellent interpersonal skills
Other requirements
Essential
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
Person Specification
Qualifications
Essential
- GSCE Standard or Higher
- RSA/OCR III or equivalent
- Word Processing Skills
- Audio-Typing Skills
- Medical Terminology
Desirable
- Shorthand/Speedwriting Skills
Knowledge & Experience
Essential
- Minute Taking
- Microsoft Office Products Experience
- Ability to work as part of a team
Desirable
- 2 years' experience working in an NHS environment
- Previous Medical Secretary Experience
- Medical Audio Typing
- Understanding of Trust Internal Policies as appropriate
Skills & Abilities
Essential
- Excellent IT Skills
- Excellent communication skills
- Ability to manage/prioritise own workload
- Excellent Word Processing and Keyboard skills
- Ability to accurately maintain computerised and manual filing/documentation systems
Desirable
- Time Management Skills
- Knowledge of Trust computer systems
Qualities
Essential
- Ability to use own initiative and work independently
- Capability to adapt to most situations
- Reliable and conscientious
- Ability to manage difficult/sensitive situations
- Able to work the hours and undertake duties required
Desirable
- Excellent interpersonal skills
Other requirements
Essential
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
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.
