Medical Secretary - Ophthalmology

NHS; Liverpool; On-site; GBP 22,000 - 26,000; Full time

Job summary

A leading NHS Trust in Liverpool is seeking a skilled Medical Secretary for the Ophthalmology department at Aintree University Hospital. The ideal candidate will have a secretarial qualification and experience in the NHS setting, alongside excellent communication and IT skills. The role involves providing administrative support, managing patient pathways, and liaising with clinical teams. Candidates must demonstrate the ability to work both independently and as part of a team in a fast-paced environment.

Qualifications

• Experience working in an NHS office environment as a medical secretary.
• Ability to maintain confidentiality according to Data Protection Act.
• Demonstrable excellent communication skills.

Responsibilities

• Provide comprehensive secretarial services to consultants.
• Manage and maintain patient pathways accurately.
• Transcribe clinical correspondence and documentation.

Skills

Excellent I.T. skills with knowledge of Microsoft Office

First Class Communication Skills

Ability to organise workload effectively

Time Management Skills

Excellent interpersonal and influencing skills

Education

Secretarial Qualification or equivalent experience

Educated to GCSE/O Level standard/equivalent or higher

Knowledge of medical terminology

Tools

RSA/OCR Typing/Word processing Level 3 or equivalent

ECDL or equivalent

Job description

Medical Secretary - Ophthalmology

The closing date is 16 December 2025

This post is open to employees of the five LAASP organisations. As part of your application, you will be asked to confirm that you are a current employee of The Clatterbridge Centre, Liverpool Heart and Chest Hospital, Liverpool University Hospitals, Liverpool Women's Hospital or, The Walton Centre.

An exciting opportunity has arisen for an experienced medical secretary to join the St Paul’s Ophthalmology Team at LUHFT based in Aintree University Hospital.

The successful candidate must be able to undertake all administrative duties including diary management, be well organised, plan own workload and work on own initiative working to strict guidelines, both individually and as part of the wider team.

You will be expected to be a team player and to cover for your colleagues during absences.

Main duties of the job

To provide a comprehensive secretarial service to consultants and speciality teams including the following:

• Transcribing (audio typing) letters on behalf of the clinical team and arranging appropriate follow up arrangements.
• Managing the creation, reduction and cancellation of clinic templates on behalf of clinicians.
• Liaising with all service users (patients, GPs, other Trusts) via the telephone and email, relaying messages to clinicians and responding to queries in a timely manner.
• To manage and maintain 18 week pathways including tertiary referrals to external trusts and ensure these are accurately recorded on Trust 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.
• Other general administration duties relevant to the role as listed in the job description.

About us

Liverpool 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 responsibilities

To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians.

Operate an effective filing system to manage and maintain 18 week pathways including tertiary referrals to external trusts and ensure these are accurately recorded on Trust 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.

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 Resident Doctor leave, as it could have an effect on the service.

Organise and maintain consultants admissions. Liaise and work closely with the Waiting List Team to add patients to the waiting list, as appropriate, ensuring lists are updated and patients contacted. Liaise with waiting list office, theatres, anaesthetic department and ward as appropriate.

Type transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly.

Person Specification

Qualifications

• Educated to GCSE/O Level standard/equivalent or higher
• Secretarial Qualification or equivalent experience
• Knowledge of medical terminology
• RSA/OCR Typing/Word processing Level 3 or equivalent
• ECDL or equivalent
• Shorthand

Other Requirements

• Ability to show understanding and appreciation of the need to maintain confidentiality in all matters - Data Protection Act

LAASP Employee

• LAASP Employee

Experience

• Excellent I.T. skills with knowledge and experience of all Microsoft office packages
• Demonstrable experience working in an NHS office environment as a medical secretarial

Skills

• Ability to communicate professionally at all levels in a helpful courteous manner. First Class Communication Skills
• Excellent Word Processing and Keyboard Skills
• Ability to organise workload effectively and prioritise to meet deadlines
• Ability to work individually or as part of a team
• Time Management Skills
• Excellent interpersonal and influencing skills
• Knowledge of internal PAS system
• Understanding of Trust internal policies as appropriate

Attributes

• Capability to adapt to most situations
• Eager to learn
• Ability to maintain control of stressful/sensitive situations

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.

Address

St Paul’s Eye Unit, Aintree University Hospital

St Paul’s Eye Unit, Aintree University Hospital