Medical Secretary - Emergency Department

NHS Scotland; Glasgow; On-site; GBP 40,000 - 60,000; Full time

Job summary

A major healthcare provider in Glasgow is seeking a full-time Medical Secretary for the Trauma & Orthopaedics department. The role involves providing comprehensive secretarial services, managing patient inquiries, and maintaining clinical workflows. Candidates should have an HNC or SVQ Level III in Secretarial Studies/Business Administration, strong organizational skills, and familiarity with NHS clinical systems. This position promises a diverse working environment and encourages applications from all community sections.

Qualifications

• Strong understanding of office procedures with excellent organizational skills.
• Confident communicator with a team-oriented approach.
• Ability to work well under pressure and meet deadlines.

Responsibilities

• Provide comprehensive medical secretarial service to the department.
• Transcribe clinical correspondence accurately and promptly.
• Manage consultant diaries and coordinate outpatient clinics.

Skills

Organizational skills

Advanced keyboard skills

Medical terminology knowledge

Communication skills

Time-management skills

Education

HNC or SVQ Level III in Secretarial Studies/Business Administration

Tools

Winscribe

Trakcare

Bluespier

Opera

Job description

Medical Secretary - Trauma and Orthopaedics department

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NHS Greater Glasgow and Clyde is one of the largest healthcare systems in the UK employing around 40,000 staff in a wide range of clinical and non-clinical professions and job roles. We deliver acute hospital, primary, community and mental health care services to a population of over 1.15 million and a wider population of 2.2 million when our regional and national services are included.

The post is full time 37 hours worked Monday to Friday.

Key responsibilities

• Provide a comprehensive and efficient medical secretarial service to the Trauma & Orthopaedics department.
• Transcribe clinical correspondence using the Winscribe digital dictation system, ensuring accuracy and timely turnaround.
• Handle patient and carer enquiries professionally and compassionately, signposting as appropriate.
• Manage consultant diaries; coordinate, reschedule, and (where required) work with colleagues to cancel outpatient clinics including fracture clinics, subspecialty clinics, and post‑op review clinics.
• Prepare, track and distribute clinic letters, operation notes, and discharge correspondence; ensure results and actions are followed up.
• Maintain and update clinic lists and theatre waiting lists in line with local processes to support continuity of care and RTT standards.
• Liaise closely with theatres, clinics, Radiology, Physiotherapy, Orthotics, Pre‑Assessment, and other specialties to support timely patient pathways.
• Support MDT processes (e.g., circulating agendas/outcomes, documenting actions) as required.
• Adhere to confidentiality, information governance and data quality standards at all times.

About You

• HNC or SVQ Level III in Secretarial Studies/Business Administration (or equivalent experience).
• Strong understanding of office procedures with excellent organisational and time‑management skills.
• Advanced keyboard/typing skills with proven speed, accuracy and attention to detail.
• Sound knowledge of medical terminology (desirable, orthopaedic terminology advantageous).
• Confident communicator with a flexible, team‑oriented approach and the ability to work well under pressure and to deadlines.
• Familiarity with NHS clinical systems (e.g. Winscribe, Trakcare, Bluespier, Opera) (desirable).

Informal contact: Susan Wilson, Service Improvement Manager, 0141 201 5458, [e-mail]

NHS Greater Glasgow and Clyde- NHS Scotland encourages applications from all sections of the community. We promote a culture of inclusion across the organisation and are proud of the diverse workforce we have.

By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We support applications from across the Armed Forces Community, recognising military skills, experience and qualifications during the recruitment and selection process.

Candidates should provide original and authentic responses to all questions within the application form. The use of artificial intelligence (AI), automated tools, or other third‑party assistance to generate, draft, or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar tools. Failure to comply with this requirement may result in your application being withdrawn from the application process.