Personal Medical Secretary

NHS; Knowsley; On-site; GBP 25,000 - 30,000; Full time

Job summary

A prominent healthcare trust in the United Kingdom is seeking a Personal Medical Secretary to provide a comprehensive service to the Consultants and Specialty Teams. You will handle diary management, assist with appointments, and type clinical documentation while maintaining confidentiality. Ideal candidates will have relevant qualifications and experience, including proficiency in Microsoft Office and audio typing. This role demands excellent organizational skills and the ability to work independently in a dynamic healthcare environment.

Benefits

Opportunities for further training

Supportive working environment

Health benefits

Qualifications

• 2 years' experience in a similar role or equivalent knowledge.
• Previous Medical Secretary Experience.
• Minute Taking and Microsoft Office Experience are essential.

Responsibilities

• Provide comprehensive service to the Consultant and Specialty Team.
• Organize and keep diary up to date, arrange appointments.
• Type clinical correspondence ensuring processes are followed.

Skills

Excellent organisational skills

Ability to communicate professionally

Excellent Word Processing and Keyboard skills

Ability to use initiative

Highly developed interpersonal skills

Reliable and conscientious

Education

GSCE Standard or Higher

Medical Terminology

Secretarial Diploma

ECDL

Tools

Microsoft Office Suite

Medical Audio Typing Equipment

Job description

Personal Medical Secretary

Closing date is 28 December 2025

To provide a comprehensive service to the Consultants and Specialty Teams with the minimum of supervision. Organise your workload and co‑ordinate activities with other Medical Secretaries to ensure that an efficient service is provided. It is essential that you should exercise initiative commensurate with the role and it is vital that confidentiality is maintained at all times.

The JD & PS are currently under AfC review and are subject to change

Previous applicants need not apply

Main duties of the job

• Provide a comprehensive service to the Consultant and Speciality Team including nurse clinicians.
• Keep diary up to date, arrange appointments, and arrange travel and accommodation.
• Operate an effective bring forward system and filing system.
• Type dictation from audio transcription of clinical correspondence and documentation, ensuring all letter and workflow processes are adhered to and Standard Operating Procedures are followed.
• Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.
• Support Consultant in non‑clinical activities/Clinical Director role by preparing presentation documents using relevant packages, arranging meetings, circulating agenda/supporting papers as appropriate and taking minutes at meetings.
• Ensure appropriate personnel are informed of consultant annual/study leave. Amend clinic/theatre lists/forms appropriately.
• Keep Consultants informed of junior doctor leave that could have an effect on the service.
• Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person.
• Deal with enquiries either on the telephone or face‑to‑face from patients, consultants, junior doctors and colleagues in an appropriate manner.

About us

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.

Our services:

• Acute Care – Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
• Primary Care – Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
• Community Services – Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
• Specialist Regional Services – We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.

Achievements:

• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme.

You will be expected to undertake the Trusts' commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.

Job responsibilities

• Provide a comprehensive service to the Consultant and Speciality Team including nurse clinicians.
• Keep diary up to date, arrange appointments, and arrange travel and accommodation.
• Operate an effective bring forward system and filing system.
• Type dictation from audio transcription of clinical correspondence and documentation, ensuring all letter and workflow processes are adhered to and Standard Operating Procedures are followed.
• Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not. To manage and maintain 18‑week pathways including Tertiary Referrals to external Trusts and ensure these are completed on the 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.
• Support Consultant in non‑clinical activities/Clinical Director role by preparing presentation documents using relevant packages and arranging meetings, circulate agenda/supporting papers as appropriate, and taking minutes at meetings.
• Ensure appropriate personnel are informed of consultant annual/study leave. Amend clinic/theatre lists/forms appropriately. Keep Consultants informed of junior doctor leave that could have an effect on the service.
• Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person.
• Deal with enquiries either on the telephone or face‑to‑face from patients, consultants, junior doctors and colleagues in an appropriate manner. Ensure all correspondence relating to patient care is acted upon in a timely manner and that investigations are signed by Consultants or team and are dealt with in accordance with Trust policy.

Person Specification

Qualifications

• GSCE Standard or Higher
• RSA 3 – Typing / Word Processing
• RSA 3 – Medical Audio Typing
• Medical Terminology
• Shorthand / Speed Writing
• Secretarial Diploma
• ECDL
• CLAIT award

Experience

• Minute Taking
• Microsoft Office Experience
• Ability to work as part of a team
• Previous Medical Secretary Experience
• Medical Audio Typing
• 2 years' experience in a similar role or equivalent knowledge

Skills

• Excellent organisational skills
• Ability to communicate professionally at all levels
• Excellent Word Processing and Keyboard skills
• Ability to organise workload effectively and prioritise
• Use of all Microsoft Office software, Word, Excel, Access, PowerPoint
• Ability to use initiative to solve problems
• Highly developed interpersonal skills
• Ability to use own initiative and work independently
• Capability to adapt to most situations
• Reliable and conscientious
• Ability to maintain control of stressful situations
• Able to work the hours and undertake duties required
• Knowledge of Trust computer systems

Other

• Ability to travel across hospital sites when required
• Possess a friendly and approachable personality
• Ability to show understanding and appreciation
• Comply with Trust policies and procedures at all times
• Ability and willingness to undergo further training for the post
• Maintain confidentiality at all times

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.

Mersey and West Lancashire Teaching Hospitals NHS Trust