Personal Medical Secretary

Cardiff and Vale University Health Board; Poole; On-site; GBP 26,000 - 36,000; Full time

Job summary

Mersey and West Lancashire Teaching Hospitals NHS Trust is seeking a Personal Medical Secretary to support Dermatology Consultants and the clinical team. The role entails diary management, audio typing, typing discharge summaries, and coordinating referrals and patient inquiries.

You will work in a fast-paced specialty, providing confidential, accurate administration and supporting across hospital sites as required.

Qualifications

• Secretarial and administrative experience in a clinical environment.

Responsibilities

• Provide comprehensive secretarial support to Dermatology Consultants and clinical teams.
• Manage diaries, appointments, and clinical correspondence; audio typing.
• Prepare documents, take minutes, and support meetings.
• Liaise with patients and clinicians professionally; handle referrals and patient queries.
• Prepare discharge summaries and ensure follow-up actions are in place.
• Maintain 18-week referral pathways on the PAS system; coordinate RTT paths.

Skills

Audio typing

Excellent organisational skills

Professional communication

Diary management

Attention to detail

Education

GCSE or Higher

Secretarial Diploma

RSA Typing/Word Processing

RSA Medical Audio Typing

ECDL/CLAIT

Tools

Microsoft Office

PAS system awareness

Job description

We are looking for an organised and proactive Personal Medical Secretary to support our Dermatology Consultants and clinical teams. This is a key role within a fast-paced specialty where excellent administrative support is essential to providing high-quality patient care.

About the Role

• Provide comprehensive secretarial support to Consultants and the wider Dermatology Team.
• Manage diaries, appointments, clinical correspondence and audio typing.
• Support meetings, prepare documents and take minutes.
• Liaise with patients, clinicians and departments professionally and efficiently.
• Ensure timely handling of referrals, investigations and patient queries, To 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.
• Type discharge summaries as appropriate
• 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 toensure patient is reviewed promptly. Check that follow up appointments are arrangedin 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 could have an effect on the service.

We’re looking for someone who is:

• Highly organised with strong audio typing and administrative skills.
• Able to work independently in a busy environment.
• Confident communicating with patients and clinical staff.
• Accurate, detail-focused and discreet.

If you're motivated, adaptive and committed to delivering excellent support in Dermatology, we'd love to hear from you.

Qualifications and Requirements

• GSCE Standard or Higher
• RSA 3 Typing / Word Processing
• RSA 3 Medical Audio Typing
• Good English Language Skills
• Medical Terminology, Shorthand / Speed Writing
• Secretarial Diploma
• ECDL
• CLAIT award, 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, Excellent IT 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
• Ability to travel across hospital sites when required
• Possess a friendly and approachable personality
• Ability to show understanding an 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, 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
• Ability to travel across hospital sites when required
• Possess a friendly and approachable personality
• Ability to show understanding an 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 serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites. 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.