Support Secretary

North Cheshire and Mersey NHS Foundation Trust; Warrington; On-site; GBP 26,000 - 27,000; Part time

Job summary

North Cheshire and Mersey NHS Foundation Trust in Warrington is seeking a Part Time Support Secretary (Band 3) to work at Warrington Hospital. The role mainly involves typing anaesthetic pre-operative letters, booking appointments via Lorenzo, and handling referrals through ICE.

You will provide diary management support, take notes/minutes, deal with inquiries by phone and email, and assist with general administrative tasks across the Clinical Business Unit.

Qualifications

• Previous Secretarial experience
• Diary management
• Experience of working to tight deadlines
• Previous Medical Secretarial experience in the NHS
• To take notes/minutes
• Medical terminology for at least one specialty
• Knowledge of 18 weeks RTT

Responsibilities

• To type back within agreed timescales, mostly from digital dictation, outpatient letters and discharge letters.
• To assist with the diary management of clinical and medical staff
• To take notes/minutes at the monthly Audit meetings on a rota with the team and as requested by the CBU administrator at relevant departmental meetings within the Clinical Business Unit
• To provide support to the consultants and junior medical staff when other secretaries are absent due to sickness and annual leave, this includes taking calls and handling general queries.
• To show investigation reports to medical staff and to act as instructed, to file in case notes when appropriate.
• To assist with the coordination of patient information to include admissions and appointments.
• To assist medical secretaries with the operation of a ‘bring forward’ filing system for investigations and results using the hospital computer system.
• To retrieve medical records relating to queries and requests as required, ensuring case notes tracked in accordance with hospital policy.
• To deal with all types of correspondence including that relating to medical reports, category II work and committees.
• To participate in training activities of an ongoing nature and in respect of new initiatives
• Make economical use of supplies.

Skills

Diary management

Notes/minutes

Prioritise workload

Communication with staff and patients

Flexible under pressure

Teamwork

Education

GCSE Maths and English (A-C)

RSA Typing II

AMSPAR Medical Secretarial Diploma

ECDL

Microsoft Office (Word/Outlook/Excel)

Customer Service NVQ

Tools

Lorenzo

ICE

Winscribe

Job description

Main area Support Secretary Grade Band 3 Contract Permanent: Fixed Term Hours Part time - 20 hours per week (20 hours per week over 5 days) Job ref 370-ADM3ANA-a2156

Employer North Cheshire and Mersey NHS Foundation Trust Employer type NHS Site Warrington Hospital Town Warrington Salary £25,760 - £27,476 per annum (pro rata) Salary period Yearly Closing 24/11/2026 23:59

Support Secretary

Band 3

Job overview

This role will be Primarily based within the Warrington hospital site, although cross site working will be required.

The main duties of the role will be to type Anaesthetic pre-operative clinic letters in date order, being responsible for booking/amending/cancelling anaesthetic preoperative clinic appointments via the Lorenzo appointments system. Monitoring & actioning referrals for anaesthetic pre-op clinic which are requested through a generic E-mail inbox & the ICE system. You will be responsible for manning the anaesthetic administration telephone number and answering queries appropriately.

You will be working within a team and supporting the Pain Management service during periods of Annual Leave/sickness.

Main duties of the job

1. To type back within agreed timescales, mostly from digital dictation, outpatient letters and discharge letters.

2. To assist with the diary management of clinical and medical staff

3. To take notes/minutes at the monthly Audit meetings on a rota with the team and as requested by the CBU administrator at relevant departmental meetings within the Clinical Business Unit

4. To provide support to the consultants and junior medical staff when other secretaries are absent due to sickness and annual leave, this includes taking calls and handling general queries.

5. To show investigation reports to medical staff and to act as instructed, to file in case notes when appropriate.

6. To assist with the coordination of patient information to include admissions and appointments.

7. To assist medical secretaries with the operation of a ‘bring forward’ filing system for investigations and results using the hospital computer system.

8. To retrieve medical records relating to queries and requests as required, ensuring case notes tracked in accordance with hospital policy.

9. To deal with all types of correspondence including that relating to medical reports, category II work and committees.

10. To participate in training activities of an ongoing nature and in respect of new initiatives

11. Make economical use of supplies.

Working for our organisation

Our mission, vision and values are at the heart of North Cheshire and Mersey NHS Foundation Trust (NCM). They underpin everything we do and everything we aspire to be as an organisation

Our mission is to be exceptional for our patients, our communities and each other

Our vision is to be a great organisation providing excellent healthcare and opportunities to work and learn

Our approach to healthcare is founded on our four core values:

Kind – we are caring, supporting and respectful to everyone

Open – we are honest, transparent and open to new ways of working

Fair – we listen, value our differences and are inclusive to all

One team – we work well together and with our communities

We employ almost 6,500 people from more than 80 nationalities and are fully committed to being an equal, diverse and inclusive employer. Our culture and values ensure that everyone is treated with dignity and respect, and that no job applicant or employee is disadvantaged at any stage of their journey.

We are also proud to be an Armed Forces Friendly organisation and welcome applications from members of the Armed Forces community, including veterans, reservists and families.

Working at NCM means becoming part of a dedicated team of clinical and support staff who are passionate about keeping people well and supporting wellbeing. If you share our values and are motivated by making a difference for our patients, we'd be delighted to receive your application

Detailed job description and main responsibilities

Please see the job description and person specification attached for further information on the role.

Person specification

Experience

• Previous Secretarial experience
• Diary management
• Experience of working to tight deadlines
• Previous Medical Secretarial experience working in the NHS
• To take notes/minutes
• Medical terminology for at least one specialty
• Knowledge of 18 weeks RTT

Qualifications

• Educated to GCSE Grade A to C Level in Math’s and English
• RSA Typing II or equivalent.
• Knowledge of Microsoft Office, Word, Outlook and Excel
• Customer Service course or equivalent experience
• AMSPAR Medical Secretarial Diploma
• Audio Typing Qualification or equivalent.
• ECDL or equivalent
• Customer Service NVQ
• Maintain a friendly and positive attitude both in person and on the phone
• Ability to work on own initiative or in a team
• Ability to prioritise workload
• Methodical and highly organised
• Flexible approach and able to work under pressure
• Able to communicate in a variety of settings with staff and patients at varying levels
• Able to adapt to changes in practice, policies and procedures
• Have a flexible approach to his/her work
• Able to deal with sensitive issues with tact and diplomacy
• Knowledge of the Trust system Lorenzo
• Knowledge of Trust system WinscribeKnowledge of Trust system ICE

Further Information

NCM hold a Sponsor Licence; this means that we may be able to sponsor you providing the Home Office requirements are met. To be eligible for sponsorship, there is a minimum set of criteria that must be met and not all roles are eligible. You can find more information on the Government website

Please review your eligibility and the eligibility of the role before submitting your application.

All advertised roles may close early if there are high numbers of suitable candidates.

Pre‑employment checks for applicants with previous NHS service will include confirmation of any Mutually Agreed Resignation Scheme (MARS), Voluntary Redundancy or Compulsory Redundancy payments received.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.