Secretary / Administrator MSKAPS, Band 3

Gloucestershire Hospitals NHS Foundation Trust; Gloucester; On-site; GBP 24,000 - 27,000; Full time

Job summary

A healthcare provider in Gloucester seeks a Secretary/Administrator for the MSKAPS team. The role involves providing comprehensive administrative support, managing patient referrals, and ensuring effective communication within the team and with patients. Ideal candidates will possess strong audio-typing skills, a flexible work ethic, and experience in healthcare settings. This position offers a salary of £24,937 to £26,598 per year, alongside benefits such as generous leave and NHS pension.

Benefits

NHS pension scheme

Discounts at local shops and restaurants

Flexible working opportunities

Health and wellbeing initiatives

Qualifications

• Proficient in audio typing, minimum 60 wpm.
• Substantial experience in a hospital or office environment.
• Knowledge of medical terminology.

Responsibilities

• Provide confidential and professional secretarial support.
• Organize clinics and manage patient appointments.
• Communicate effectively with patients and healthcare staff.

Skills

Audio-typing skills

Organizational skills

Communication skills

Problem-solving skills

Education

GCSE grade C or above in literacy or numeracy

Job description

Secretary / Administrator MSKAPS, Band 3

Gloucestershire Hospitals NHS Foundation Trust

The closing date is 05 January 2026

Our Service has the opportunity for an Administrator / Secretary to support the Physiotherapy led MSK Specialist Triage and Advanced Practitioner Service. This will incorporate a single point of referral for GPs accessing both Orthopaedic and Musculoskeletal Advanced Practitioner Services.

We are looking to recruit a flexible candidate who is able to work between the Trust's two hospital sites, Gloucestershire Royal and Cheltenham General Hospitals.

Main duties of the job

• To provide an efficient, confidential and professional secretarial and administrative support to MSKAPS, working as part of a Trust wide team.
• To provide effective communication with patients, relatives, medical and hospital staff, in order to ensure a proficient high quality service.
• The workload is generated by the MSK Advanced Practitioner Team, including the Consultant Physiotherapist and Clinical lead of MSKAPS. The post holder will have no budget or management responsibilities.
• Supervision and day to day management is provided by the Lead Administrator of MSKAPS.
• The successful applicant will not only have broad, proven administrative skills, but a forward thinking mindset and a clear sense of direction regarding personal and service development. Structured induction training and mentorship will enable integration into our friendly and committed team.
• As you will be dealing with the general public, this post requires excellent communication skills. This includes the ability to work in a demanding and often pressurised environment whilst maintaining a caring, professional and patient manner.
• Proficient audio typing and secretarial skills, managing referrals, organising clinics including the booking of appointments, and inputting data accurately.
• High degree of computer literacy is vital.
• Highly organised and expected to use initiative to problem solve on a daily basis.

About us

We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.

With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region.

By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.

As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on‑site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.

Job responsibilities

• Ensure timely review of referrals by clinicians and subsequent processing. Organise clinics including the booking of appointments, changing and cancelling appointments in negotiation with patients and generate appropriate paperwork.
• Ensure high utilisation of clinics to maximise capacity. Record timely and appropriately on the hospital IT system.
• Type correspondence following clinic attendance or patient contact as directed by practitioners and subsequent filing in the health record. Type reports, both for medical use and for regular service reporting.
• Record appointment and contact outcomes on the hospital system and service databases. Highlight patient queries, results or correspondence to the clinical team member and take relevant action. Provide reception cover as required.
• Communicate confidently and effectively with key specialists at all levels within and external to the Trust to ensure smooth running of the service.
• Highlight capacity issues and any potential delays due to internal or external factors.
• Deal with patient and health professional queries using tact and sensitivity and maintain confidentiality at all times.
• Support the advanced practitioner service by arranging meetings and venues, organising and distributing paperwork as required. Type minutes and reports as required.
• Use the service databases for recording patient activity and outcomes. Take part in clinical governance activities including implementation of data collection systems to ensure continued service evaluation and compliance with clinical governance. Support and implement service improvements.
• Work as part of the administrative team for MSKAPS, taking initiative and working flexibly to ensure an equitable workload across the team and performing to an excellent, efficient and safe standard.
• Liaise with relevant team members to ensure smooth running of any process changes/developments. Cover colleagues during absences/annual leave/sick leave.
• Respond to solicitors/legal services requests for notes and reports to fulfil legal obligations and liaise with the Legal and Complaints department as necessary.
• Assist in the training and development of colleagues.
• Comply with Trust and Departmental policies and procedures: Health and Safety at Work Act (1974), Manual Handling, Data Protection Acts and patient confidentiality at all times. Demonstrate compliance with safeguarding policies and undergo mandatory training.
• Communicate effectively with patients and carers, particularly complex, sensitive or distressing information, and ensure patient centred care.
• Work and communicate effectively with clinical and administrative staff across the MSK Service and the wider healthcare communities, including GP practices, other departments within the Trust and community care colleagues.

Person Specification

Qualifications

• 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)

Experience

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

Knowledge and skills

• Knowledge of medical terminology (e.g. relevant experience as a medical secretary or AMSPAR qualification)
• Effective communication and good understanding of English, punctuation and grammar
• Planning, problem solving and prioritising own workload effectively and independently

Personal Attributes

• Flexible team worker
• Proactive / takes own initiative
• Committed to personal development

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. Disclosure to the Disclosure and Barring Service (formerly CRB) will be required to check for any previous criminal convictions.

Employer name

Gloucestershire Hospitals NHS Foundation Trust

£24,937 to £26,598 a year (pa pro rata if part‑time)