Specialist Nursing Support Secretary, Gynaecology

NHS; Worcester; On-site; GBP 24,000 - 26,000; Part time

Job summary

A leading healthcare provider is seeking a Support Secretary for the Endometriosis and Fertility teams. The role involves managing patient correspondence, supporting clinics, and ensuring efficient service delivery in a proactive team environment. Flexibility for home working is available after training.

Benefits

Flexible working

Qualifications

• Minimum 1 year administrative, secretarial, or clerical experience.
• Experience of working within the NHS is desirable.

Responsibilities

• Manage outpatient clinics and patient correspondence.
• Coordinate nursing support groups and book patients into clinics.
• Handle enquiries from patients and maintain records.

Skills

Communication

Organizational Skills

Attention to Detail

Education

GCSE/CSE A-C / 9-4 Grade in English & Maths

Tools

Microsoft Office

Job description

Job summary

Are you organised, proactive and have an eye for detail? The Endometriosis and Fertility specialist nursing teams are looking for a Support Secretary to be responsible for the smooth running of the service. In Gynaecology , we are a strong, proactive team who welcome innovation, self-motivation and adaptability within our specialist services. Although not patient facing this role requires daily communication with patients via the telephone and you may be discussing complex medical information therefore, a clear confident communication manner is essential. In addition, you will be responsible for the booking and timely management of outpatient clinics, produce patient correspondence, update databases and manage queries via the specialist mailboxes.

The successful applicant will be based at Worcester Royal hospital, the role is for 20hrs and we also offer some flexibility with home working for 1 day per week once fully trained in the position. We are a supportive team committed to your personal development and wellbeing. We ask that you are a dedicated team player who puts our patients at the centre of your day. We can offer you a friendly and supportive work environment where your work is valued. If this sounds like the role for you apply now or, if you'd like to find out more, contact us to have an informal discussion about this exciting opportunity.

Main duties of the job

Please refer to the main job description for information on the duties of the role.

The job purpose is to provide proactive and efficient support to the Specialist Nursing Teams within our Gynaecology Service.

About us

Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Our objectives are simple:

• Best services for local people
• Best experience of care and best outcomes for our patients
• Best use of resources
• Best people

Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

Details Date posted

15 May 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

C9365-25-0429

Job locations

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Job description Job responsibilities

Deal with incoming mail and relevant correspondence, including generating own correspondence as agreed with the Nursing team.

Timely management of specialist service mailboxes, including Endometriosis and Fertility

Input information onto computers for clinical audit, managing spreadsheets as required

Create and update BSGE databases for postnatal and pelvic pain patients, auditing and recording returned questionnaires, ensuring responses are collated efficiently

Accurately record and process surgical data sheets and appropriate histology results

Coordinate nursing support groups for specific cohorts of patients, as directed by the Specialist Nurses

Book patients into Specialist Nursing clinics and ensure patients are notified in line with the Trust Access Policy

Support MDT meetings, recording actions as required

Record clinic outcomes and book follow up appointments, as required

Type discharge summaries, clinic letters and any other official correspondence including medical reports and complaint responses from audiotapes. To undertake copy typing as required.

Arrange meetings and maintain diaries, as appropriate, ensuring scheduled clinics run efficiently

Prepare material for meetings and training sessions as requested

Attend meetings and take the minutes.

Handle enquiries from patients, relatives, GPs, other hospitals, and Consultants, initiating appropriate responses

Process GP referral letters and arrange outpatient appointments and domiciliary visits.

Support and review the Patient Target List with Consultant and Band 4 to ensure that patients are seen within the current National timescales and take responsibility for initiating extra operating lists, seeking authorisation from the Directorate Management team when necessary.

Arrange for patients by supporting the Band 4 to put on the waiting lists and make minor changes to the waiting list for subsequent approval by the Consultant.

Provide training and supervision for any apprentices, or temporary secretaries allocated to the speciality.

Maintain patients records in a manner acceptable to the Trust.

Liaise with Health Records, Outpatients, Radiology, and other relevant internal and external departments regarding patient care

Ensure that Consultants absence is promptly communicated to all relevant people and departments

Ensure that cover is provided for other secretaries during periods of absence through holiday or sickness.

Outpatient appointments and waiting lists are computerised. The post holder will need to liaise with the appropriate manager of the systems and comply will Trust policies.

Job description Job responsibilities

Deal with incoming mail and relevant correspondence, including generating own correspondence as agreed with the Nursing team.

Timely management of specialist service mailboxes, including Endometriosis and Fertility

Input information onto computers for clinical audit, managing spreadsheets as required

Create and update BSGE databases for postnatal and pelvic pain patients, auditing and recording returned questionnaires, ensuring responses are collated efficiently

Accurately record and process surgical data sheets and appropriate histology results

Coordinate nursing support groups for specific cohorts of patients, as directed by the Specialist Nurses

Book patients into Specialist Nursing clinics and ensure patients are notified in line with the Trust Access Policy

Support MDT meetings, recording actions as required

Record clinic outcomes and book follow up appointments, as required

Type discharge summaries, clinic letters and any other official correspondence including medical reports and complaint responses from audiotapes. To undertake copy typing as required.

Arrange meetings and maintain diaries, as appropriate, ensuring scheduled clinics run efficiently

Prepare material for meetings and training sessions as requested

Attend meetings and take the minutes.

Handle enquiries from patients, relatives, GPs, other hospitals, and Consultants, initiating appropriate responses

Process GP referral letters and arrange outpatient appointments and domiciliary visits.

Support and review the Patient Target List with Consultant and Band 4 to ensure that patients are seen within the current National timescales and take responsibility for initiating extra operating lists, seeking authorisation from the Directorate Management team when necessary.

Arrange for patients by supporting the Band 4 to put on the waiting lists and make minor changes to the waiting list for subsequent approval by the Consultant.

Provide training and supervision for any apprentices, or temporary secretaries allocated to the speciality.

Maintain patients records in a manner acceptable to the Trust.

Liaise with Health Records, Outpatients, Radiology, and other relevant internal and external departments regarding patient care

Ensure that Consultants absence is promptly communicated to all relevant people and departments

Ensure that cover is provided for other secretaries during periods of absence through holiday or sickness.

Outpatient appointments and waiting lists are computerised. The post holder will need to liaise with the appropriate manager of the systems and comply will Trust policies.

Person Specification Skills/Knowledge Essential

• Understanding and working experience of Microsoft Office Packages and IT systems
• Strong telephone etiquette, the ideal candidate will exhibit a courteous and respectful approach when communicating with patients, colleagues, and external parties
• Excellent verbal and written communication skills
• Excellent attention to detail
• Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities
• Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively

Desirable

• Experience of key NHS systems i.e., PAS, Bluespier, CLIP
• Experience of BSGE database
• Awareness of good Health & Safety Protocols
• Experience in word processing, audio, copy typing skills

Personal Qualities Essential

• Able to work collaboratively as part of a team
• Always demonstrates a high level of professionalism
• Compassionate when dealing with patients and their families
• Adaptable and flexible to everchanging situations

Desirable

• Capable of working independently, taking initiative to handle tasks proactively

Qualifications Essential

• GCSE/CSE A-C / 9-4 Grade in English & Maths

Desirable

• RSA II Typing
• NVQ in Business Administration
• Amspar Diploma or equivalent qualification

Other Job Requirements Essential

• Handles high pressured situations with composure and maintains a positive attitude.
• Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds.
• An understanding of confidentiality standards within the NHS when handling sensitive information and patient data.

Experience Essential

• A minimum of 1 year administrative, secretarial, or clerical experience

Desirable

• Experience of working within the NHS
• Experience of working within Obstetrics & Gynaecology
• Understanding of NHS reporting requirements i.e..18 weeks RTT

Person Specification Skills/Knowledge Essential

• Understanding and working experience of Microsoft Office Packages and IT systems
• Strong telephone etiquette, the ideal candidate will exhibit a courteous and respectful approach when communicating with patients, colleagues, and external parties
• Excellent verbal and written communication skills
• Excellent attention to detail
• Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities
• Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively

Desirable

• Experience of key NHS systems i.e., PAS, Bluespier, CLIP
• Experience of BSGE database
• Awareness of good Health & Safety Protocols
• Experience in word processing, audio, copy typing skills

Personal Qualities Essential

• Able to work collaboratively as part of a team
• Always demonstrates a high level of professionalism
• Compassionate when dealing with patients and their families
• Adaptable and flexible to everchanging situations

Desirable

• Capable of working independently, taking initiative to handle tasks proactively

Qualifications Essential

• GCSE/CSE A-C / 9-4 Grade in English & Maths

Desirable

• RSA II Typing
• NVQ in Business Administration
• Amspar Diploma or equivalent qualification

Other Job Requirements Essential

• Handles high pressured situations with composure and maintains a positive attitude.
• Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds.
• An understanding of confidentiality standards within the NHS when handling sensitive information and patient data.

Experience Essential

• A minimum of 1 year administrative, secretarial, or clerical experience

Desirable

• Experience of working within the NHS
• Experience of working within Obstetrics & Gynaecology
• Understanding of NHS reporting requirements i.e..18 weeks RTT

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.

Employer details Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)

Employer details Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)