Job summary
Personal Medical Secretary (Band 4)
Trauma & Orthopaedics | Clinical Support Services Division
22.5 hours per week - to be worked Tuesday 9am-5pm, Wednesday 9am - 12.45pm and Thursday 9am-5pm
Based at Whiston Hospital
We are looking for an organised and proactive Personal Medical Secretary to support our Trauma & Orthopaedics Consultants and clinical teams. This is a key role within a fast-paced specialty where excellent administrative support is essential to providing high-quality patient care.
Apply now to join our team.
The JD & PS are currently under AfC review and are subject to change.
Main duties of the job
About the Role
Provide comprehensive secretarial support to Consultants and the wider T&O team.Manage diaries, appointments, clinical correspondence and audio typing.Support meetings, prepare documents and take minutes. Liaise with patients, clinicians and departments professionally and efficiently.Ensure timely handling of referrals, investigations and patient queries.
About You We're looking for someone who is:
Highly organised with strong audio typing and administrative skills.Able to work independently in a busy environment.Confident communicating with patients and clinical staff. Accurate, detail-focused and discreet.If you're motivated, adaptable and committed to delivering excellent support in Trauma & Orthopaedics, we'd love to hear from you.
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
To provide a comprehensive service to the Consultant and Speciality Team including nurse clinicians.Keep diary up to date, arrange appointments, and arrange travel and accommodation.Operate an effective bring forward system and filing system.Type dictation from audio transcription of clinical correspondence and documentation, ensuring all letter and workflow processes are adhered to and Standard Operating Procedures are followed.Type discharge summaries as appropriateCheck against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.To manage and maintain 18-week pathways including Tertiary Referrals to external Trusts and ensure these are completed on the PAS system.
Job description
Job responsibilities
To provide a comprehensive service to the Consultant and Speciality Team including nurse clinicians.Keep diary up to date, arrange appointments, and arrange travel and accommodation.Operate an effective bring forward system and filing system.Type dictation from audio transcription of clinical correspondence and documentation, ensuring all letter and workflow processes are adhered to and Standard Operating Procedures are followed.Type discharge summaries as appropriateCheck against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.To manage and maintain 18-week pathways including Tertiary Referrals to external Trusts and ensure these are completed on the PAS system.
Person Specification
Qualifications
Essential
- GSCE Standard or Higher
- RSA 3 - Typing / Word Processing
- RSA 3 - Medical Audio Typing
- Good English Language Skills
- Medical Terminology
Desirable
- Shorthand / Speed Writing
- Secretarial Diploma
- ECDL
- CLAIT award
Experience
Essential
- Minute Taking
- Microsoft Office Experience
- Ability to work as part of a team
- Previous Medical Secretary Experience
- Medical Audio Typing
Desirable
- 2 years' experience in a similar role or equivalent knowledge
Skills
Essential
- Excellent IT Skills
- Excellent organisational skills
- Ability to communicate professionally at all levels
- Excellent Word Processing and Keyboard skills
- Ability to organise workload effectively and prioritise
- Use of all Microsoft Office software, Word, Excel, Access, Powerpoint
- Ability to use initiative to solve problems
Desirable
- Knowledge of Trust computer systems
Other
Essential
- Highly developed interpersonal skills
- Ability to use own initiative and work independently
- Capability to adapt to most situations
- Reliable and conscientious
- Ability to maintain control of stressful situations
- Able to work the hours and undertake duties required
- Ability to travel across hospital sites when required
- Possess a friendly and approachable personality
- Ability to show understanding an appreciation
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
- Maintain confidentiality at all times
Person Specification
Qualifications
Essential
- GSCE Standard or Higher
- RSA 3 - Typing / Word Processing
- RSA 3 - Medical Audio Typing
- Good English Language Skills
- Medical Terminology
Desirable
- Shorthand / Speed Writing
- Secretarial Diploma
- ECDL
- CLAIT award
Experience
Essential
- Minute Taking
- Microsoft Office Experience
- Ability to work as part of a team
- Previous Medical Secretary Experience
- Medical Audio Typing
Desirable
- 2 years' experience in a similar role or equivalent knowledge
Skills
Essential
- Excellent IT Skills
- Excellent organisational skills
- Ability to communicate professionally at all levels
- Excellent Word Processing and Keyboard skills
- Ability to organise workload effectively and prioritise
- Use of all Microsoft Office software, Word, Excel, Access, Powerpoint
- Ability to use initiative to solve problems
Desirable
- Knowledge of Trust computer systems
Other
Essential
- Highly developed interpersonal skills
- Ability to use own initiative and work independently
- Capability to adapt to most situations
- Reliable and conscientious
- Ability to maintain control of stressful situations
- Able to work the hours and undertake duties required
- Ability to travel across hospital sites when required
- Possess a friendly and approachable personality
- Ability to show understanding an appreciation
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
- Maintain confidentiality at all times
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.
