Medical Secretary - Emergency Department

NHS National Services Scotland; Scotland; On-site; GBP 10,000 - 40,000; Full time

Job summary

A major Scottish healthcare provider is seeking an organized and motivated Medical Secretary to provide comprehensive administrative support in a fast-paced environment. The role involves transcription of clinical correspondence, managing consultant schedules, and maintaining patient records. Ideal candidates will have relevant qualifications, strong organizational skills, and familiarity with NHS clinical systems. Join our team to contribute to high-quality patient care.

Qualifications

• Strong understanding of office procedures with excellent organisational skills.
• Advanced keyboard/typing skills with proven speed and accuracy.
• Sound knowledge of medical terminology is desirable.

Responsibilities

• Provide comprehensive medical secretarial service to the department.
• Transcribe clinical correspondence ensuring accuracy and timely turnaround.
• Manage consultant diaries and coordinate outpatient clinics.

Skills

Organisational skills

Time-management skills

Keyboard/typing skills

Communication skills

Education

HNC or SVQ Level III in Secretarial Studies/Business Administration

Tools

Winscribe

Trakcare

Bluespier

Opera

Job description

Overview

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.

The Trauma & Orthopaedics team at Glasgow Royal Infirmary is seeking a highly motivated and organised Medical Secretary to provide dedicated administrative support to our service. This is a fantastic opportunity for someone eager to develop professionally and contribute to the delivery of high-quality patient care in a fast-paced, multidisciplinary environment.

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]

Details on how to contact the Recruitment Service and the Recruitment Process: Information for candidates

Due to the volume of applications that we receive, we will not be able to provide shortlisting feedback.

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 technologies. Failure to comply with this requirement may result in your application being withdrawn from the application process.

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