Medical Secretary - Ophthalmology | Liverpool University Hospitals NHS Foundation Trust

Liverpool University Hospitals NHS Foundation Trust; Liverpool; On-site; GBP 25,000 - 35,000; Full time

Job summary

A prominent NHS healthcare provider in Liverpool is seeking an experienced medical secretary to join the St Paul's Ophthalmology Team at Aintree University Hospital. The successful candidate will manage administrative tasks, including diary management and transcription of correspondence, and will work collaboratively with clinicians and patients. A strong focus on organization and effective communication is required, along with the ability to work independently. This role offers a chance to contribute significantly to the healthcare team's efficiency.

Qualifications

• Experience managing administrative duties in a medical environment.
• Ability to work on own initiative and in a team.
• Strong proficiency in audio typing and transcription.

Responsibilities

• Transcribe clinical letters and arrange follow-ups.
• Manage clinic templates and communicate with service users.
• Maintain referral pathways and track patient reviews.

Skills

Diary management

Organizational skills

Communication

Audio typing

Team collaboration

Education

Experience as a medical secretary

Tools

Relevant software for presentations

Job description

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.

Responsibilities

• 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.
• To provide a comprehensive secretarial 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.

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.

This advert closes on Tuesday 16 Dec 2025