Secretary / Administrator MSKAPS

Gloucestershire Hospitals NHS Foundation Trust; Cheltenham; On-site; GBP 22,000 - 28,000; Full time

Job summary

A healthcare provider in the UK is seeking an Administrator/Secretary to provide essential secretarial support in the Physiotherapy MSK Specialist Triage Service. The ideal candidate will have excellent audio-typing skills, be proficient in Microsoft Office, and demonstrate strong communication abilities. This role involves managing patient referrals, organizing clinics, and ensuring efficient administrative processes, making it critical for service delivery across Gloucestershire Royal and Cheltenham General Hospitals.

Qualifications

• Proficient and accurate audio‑typing skills with a minimum of 60 wpm.
• Knowledge of medical terminology and relevant experience as a medical secretary.
• Excellent written and spoken English skills.

Responsibilities

• Provide secretarial and administrative support to the MSKAPS.
• Manage referrals and organize clinics to maximize clinic utilization.
• Communicate effectively with patients and healthcare staff.

Skills

Audio-typing skills

Communication skills

Planning and problem-solving

Education

GCSE grade C or above in literacy or numeracy

Tools

Microsoft Office

Job description

Overview

Our Service has the opportunity for an Administrator/Secretary to support the Physiotherapy led MSK Specialist Triage and Advanced Practitioner Service. This role incorporates a single point of referral for GPs accessing both Orthopaedic and Musculoskeletal Advanced Practitioner Services, working between the Trust’s two hospital sites – Gloucestershire Royal and Cheltenham General Hospitals.

Key Responsibilities

• Provide efficient, confidential and professional secretarial and administrative support to MSKAPS, as part of a Trust-wide team.
• Communicate effectively with patients, relatives, medical and hospital staff to ensure a high-quality service.
• Manage referrals, organise clinics, Book, change and cancel appointments, and generate the necessary paperwork to maximise clinic utilisation.
• Record appointment and contact outcomes on the hospital IT system and service databases, highlighting patient queries and taking relevant action.
• Typing correspondence and reports for medical use, service reporting and minutes of meetings.
• Provide reception cover and liaise with key specialists at all levels within and external to the Trust.
• Support the advanced practitioner service by arranging meetings and venues, distributing paperwork, and managing the service databases for patient activity and outcomes.
• Take part in clinical governance activities, including implementation of data collection systems and service improvement initiatives.
• Work as part of the administrative team for MSKAPS, covering colleagues during absences and providing support to the departmental secretary in response to solicitors/legal services requests.
• Comply with Trust and Departmental policies and procedures, including Health and Safety, Manual Handling, Data Protection, and safeguarding.
• Communicate effectively with patients and carers, especially in complex, sensitive or distressing situations.
• Work collaboratively with clinical and administration staff across the MSK Service and wider healthcare communities.

Qualifications and Training

• Educated to GCSE grade C or above (or equivalent) in literacy or numeracy.
• Proficient and accurate audio‑typing skills, minimum 60 wpm (RSA level 3 or equivalent).
• Computer‑literate in Microsoft Office packages.

Knowledge and Skills

• Knowledge of medical terminology; relevant experience as a medical secretary or the AMSPAR qualification.
• Excellent written and spoken English, including punctuation and grammar.
• Strong planning, problem‑solving and prioritisation skills, with the ability to work independently.

Experience

• Substantial experience in a hospital or office environment, dealing with the general public.

Personal Attributes

• Flexible team worker.
• Proactive, takes initiative.
• Committed to personal development.

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.