Secretary - Dental Hospital

Liverpool University Hospitals NHS Foundation Trust; Liverpool; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading NHS trust is seeking a Secretary for its Dental Hospital in Liverpool. The successful candidate will provide administrative support, including typing clinical letters and liaising with medical staff while ensuring an excellent experience for patients. Essential qualifications include GCSE/O Level standard or equivalent and proficiency in Microsoft Office. The role demands excellent IT skills and the ability to manage sensitive situations, making teamwork and interpersonal skills crucial. This position offers a chance to contribute to a vital healthcare environment.

Qualifications

• Experience working in an NHS office environment.
• Knowledge of medical terminology and secretarial procedures.
• Ability to manage difficult or sensitive situations.

Responsibilities

• Type dictation from audio transcription of clinical correspondence.
• Liaise with personal medical secretary accordingly.
• Provide typing of clinical letters from audio transcriptions.

Skills

Excellent IT skills

Ability to manage workload

Teamwork

Interpersonal skills

Education

Educated to GCSE/O Level standard or equivalent

RSA/OCR Level II or equivalent

Tools

Microsoft Office

Job description

Secretary – Dental Hospital

Closing date is 17 December 2025.

Job responsibilities

• Type dictation from audio transcription of clinical correspondence and documentation.
• Ensure appropriate follow‑up arrangements and investigations are in place.
• Liaise with the personal medical secretary of the specialty accordingly.
• Mentor, train and supervise relevant junior staff as required.
• Answer the telephone promptly and politely, telephoning patients where appropriate using tacit, discretion and empathy in all situations.
• Accurately use patient information using the Patient Administration System (PAS), including registration screen, checking patient details are correct, and tracking of case‑notes.
• Ensure all letters and discharge summaries are copied to the appropriate professionals, including patients.
• Maintain efficient audit processes concerning correspondence to ensure quality levels are maintained and rectify accordingly.
• Take minutes of meetings and circulate to relevant groups.
• Attend appropriate training, meetings and education sessions when required.
• Work as part of a team, promote effective flows in the department, and cover leave to ensure the office runs smoothly.
• Perform general office duties, including incoming and outgoing mail, e‑mail and photocopying.

Main duties of the job

The successful candidate will support other admin team members, working closely together to meet timescales for turnaround of workload in providing typing of clinical letters from audio transcriptions, locating and dealing with reports, filing of correspondence, and meeting the administrative needs of the department. The candidate will also work with clinical and non‑clinical colleagues to deliver the best experience possible for our patients.

About the trust

Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital and Royal Liverpool University Hospital. We are part of NHS University Hospitals of Liverpool Group, formed on 1 November 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust.

Person Specification

• Education/Qualifications: Educated to GCSE/O Level standard/equivalent; RSA/OCR Level II or equivalent; knowledge of medical terminology and secretarial procedures.
• Experience: Excellent IT skills with knowledge and experience of all Microsoft Office packages; experience working in an NHS office environment.
• Skills/Ability/Knowledge: Own initiative, self‑motivated, ability to manage and prioritise workload; accuracy in maintaining computerised and manual filing/documentation systems; teamwork; ability to manage difficult or sensitive situations; willingness to undertake further training; knowledge of internal PAS system; supervisory ability; excellent interpersonal and influencing skills; understanding of Trust internal policies.
• Qualities/Attributes: Flexible approach; ability to build and maintain good working relationships.
• Other Requirements: Understanding of confidential nature of role and awareness of Data Protection Act; current employee of an LAASP organisation.

Disclosure and Barring Service Check

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