Medical Secretary

Medical SecretaryThe closing date is 24 November 2025The Specialty Secretary forms the operational link between the Consultant Team, the service and the patient and will be expected to undertake the following key skills and competencies:To develop an in depth knowledge of all aspects of the Consultant's role, liaising with professional bodies where medical staff have additional roles and special interests.To apply knowledge of patient administration systems and Microsoft office products for updating/extracting patient information to support the patient pathway, as appropriate.To be discerning in all aspect of the secretariat role, exercising independent judgement and initiative, as appropriate.To be an effective communicator at all levels of the organisation and when dealing with external clinical stakeholders and exercising tact, sensitivity and discretion when dealing with patients and their relatives.To be a team player, cross covering colleagues, acting as mentor to new staff members and supervising junior admin staff, where appropriate.Main duties of the jobTo provide a comprehensive service to the consultants and speciality teams, with the minimum of supervision. Organise your own workload and co-ordinate activities with other medical secretaries to ensure that an efficient service is provided. It is essential that you show initiative commensurate with the role and it is vital that confidentiality should be maintained at all times. Ensure cross coverworking where possible.About usLiverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women's Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.For roles at Liverpool Women's, visit their careers page.Job responsibilitiesTo provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians.Keep diary up to date, arrange appointments, and arrange travel and accommodation.Operate an effective bring forward system and filing system.To manage and maintain 18 week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded on PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway.Mentor, train and supervise relevant staff as required. Deal with annual leave requests and sickness absence return to work interviews.Support consultants in non clinical activities role by preparing presentation documents using relevant packages and arranging meetings, set agenda, circulate agenda/supporting papers as appropriate, and take minutes at meetings.Ensure appropriate personnel are informed of consultant annual leave/study leave. Keep consultants informed of junior doctor leave, as it could have an effect on the service.Organise and maintain consultants admissions. Cancel and add patients to the waiting list, as appropriate, ensuring lists are updated, and patients contacted. Liaise with waiting list office, anaesthetic department and ward. Complete and amend theatre lists appropriately.Type dictation from audio transcription of clinical correspondence and documentation.Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly.Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.Person SpecificationEducation/QualificationsEducated to GCSE/O Level standard/equivalent or higherRSA/OCR Typing/Word processing Level 3 or equivalentSecretarial Qualification or equivalent experienceKnowledge of medical terminologyECDL or equivalentShorthandExperienceExcellent I.T. skills with knowledge and experience of all Microsoft office packagesDemonstrable experience working in an NHS office environment as a medical secretarialSkills/Ability/KnowledgeAbility to communicate professionally at all levels in a helpful courteous manner. First Class Communication SkillsExcellent Word Processing and Keyboard SkillsAbility to organise workload effectively and prioritise to meet deadlinesKnowledge of internal PAS systemExperience or supervising and motivating a teamAbility to work individually or as part of a teamTime Management SkillsExcellent interpersonal and influencing skillsUnderstanding of Trust internal policies as appropriateKnowledge of internal PAS systemQualities/AttributesCapability to adapt to most situationsEager to learnAbility to maintain control of stressful/sensitive situationsOther RequirementsComply with Trust policies and proceduresAbility to show understanding and appreciation of the need to maintain confidentiality in all matters - Data Protection ActAbility and willingness to undergo further training in accordance with the needs of the postDisclosure and Barring Service CheckThis 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.Liverpool University Hospitals NHS Foundation Trust #J-18808-Ljbffr