Urology Support Secretary

University Hospitals Dorset NHS Foundation Trust; Bournemouth; On-site; GBP 23,000 - 29,000; Full time

Job summary

University Hospitals Dorset NHS Foundation Trust is seeking an experienced Support Secretary to assist our Urology Team. You will support Consultants and clinical staff with audio typing, Teams updates, phone queries, and filing to ensure smooth department operations.

The post holder should be IT literate, familiar with hospital systems such as eCamis and EPR, and knowledge of Microsoft Teams will be beneficial. The service is moving from Bournemouth to Poole in summer 2027.

Qualifications

• RSA II or equivalent touch typing/computer skills.
• Minimum 5 GCSEs including English or equivalent.
• NVQ Level 2 in Business Administration or relevant experience.

Responsibilities

• Typing audio and digital documents including operation and clinic letters.
• Maintaining investigation systems for patient results (TEAMS).
• Processing Choose & Book referrals.
• Delivery of investigation requests to other departments within the hospital.
• Postal service administration for outgoing patient letters.
• To cover consultant’s PA desks in their absence.

Skills

RSA II typing

Microsoft Teams

NHS experience

Secretarial experience

Education

GCSEs English

NVQ Level 2 in Business Administration

Tools

eCamis

EPR

Health Records systems

Job description

As University Hospitals Dorset we are a three site acute trust with ‘university hospital’ status through our partnership with Bournemouth University, working with an annual budget of £730m.

We offer highly regarded health services, employing some 10,000 staff. Our ambitious £500m transformation programme is well on the way to delivering state-of-the-art facilities over the next two years to meet the current and future healthcare needs of the populations we serve.

In an Area of Outstanding Natural Beauty with over seven miles of sandy beaches you’ll find inspirational opportunities to achieve your perfect work/life balance. With the New Forest and the Purbecks on our doorstep, we’re also less than three hours from London by road or train. The thriving towns of Poole, Bournemouth and Christchurch give way to idyllic villages and unspoilt landscapes just minutes from our hospitals.

We believe that having a diverse workforce, and allowing people to be themselves, is essential in ensuring we offer an inclusive, welcoming and productive place to work.

We especially welcome applications from minority groups in the community who may be underrepresented in our workforce.

At UHD our active staff network groups are the Women's Network, Black Asian Minority Ethnic Group (BAME), Pride Network, European (EU), Pro Ability Staff Network, and the Armed Forces Support Group.

As a Trust we are proudly signed up to the Disability Confident and Armed Forces Covenant guaranteed interview schemes.

We are aware that some candidates may choose to use AI tools to support the preparation of their application. While this is not discouraged, we kindly remind applicants that submissions should remain an honest and accurate representation of your own experience and suitability. Personal integrity is an important part of the recruitment process.

Job overview

This is an exciting opportunity for an experienced Support Secretary to join our Urology Team at UHD. You will provide support to our Consultants and Clinical teams through administrative tasks such as audio typing, updating Teams, assisting with phone queries and organising post and filing to ensure the department runs smoothly.

The post holder must be IT literate and ideally familiar with hospital computer systems including eCamis and EPR. Knowledge of Microsoft Teams would also be beneficial.

This service has a planned move from Bournemouth site to Poole site on in the summer of 2027.

Main duties of the job

• Typing audio and digital documents to include operation and clinic letters
• Maintaining investigation systems for patient results (TEAMS)
• Processing of Choose & Book referrals
• Delivery of investigation requests to other departments within the hospital
• Postal service administration for outgoing patient letters
• To cover consultant’s PA desks in their absence

Working for our organisation

UHD are investing, developing and transforming Trust services in line with the New Hospital Programme. As part of this, some services may move site this year or next, either temporarily or permanently. Recruiting Managers will be happy to answer any service-specific questions at interview.

If a role or service relocates as part of a planned move, excess mileage will not bereimbursed. Travel from home to the new work base will be classed as a normal commute. Any other changes will be managed under Trust or national terms and conditions.

UHD has active networks including Women’s, DEN, Pride, EU, Pro Ability, and Armed Forces. We support Disability Confident and Armed Forces Covenant interview schemes.

AI tools may be used, but applications must honestly reflect your own skills and experience. Integrity is key to our recruitment process

Detailed job description and main responsibilities

Supporting consultants and consultant secretaries in providing an efficient secretarial service. This will involve the typing of all clinical correspondence i.e. clinic letters, reports, operation letters etc, under the supervision of the consultant secretary, using audio/Digital Dictation.

To be aware of RTT (Referral to Treatment) pathways to adjust patient referral to treatment clock according to the treatment plan, liaising with consultant secretaries and/or validator as necessary . Understand and be proactive in managing this and highlight any potential issues to prevent breaches. This includes ensuring that follow up appointments following diagnostics are dealt with immediately to avoid any unnecessary delays within the patient pathway to meet national targets.

Look up, sort and file patient results as directed by the clinician/consultant secretary in line with Health Records filing policy.

Photocopying and general filing to include correspondence, results in hospital notes when required .

Be responsible for out-going post, meeting afternoon deadline assisting post workers when required .

Dealing with telephone queries in an appropriate manner as instructed by the consultant secretary.

Ensuring all referrals are collected on a daily basis and distributed to the appropriate clinician without delay. This includes Choose and Book referrals and paper referrals received direct from GP or other professional bodies.

Prepare an adequate instruction daily work sheet to be used in the post holder’s absence.

Maintain confidentiality at all times . Deal with confidential sensitive information about patients. Adhere to policies and statutory Health and Safety requirement of the University Hospitals Dorset NHS Foundation Trust.

To maintain patient safety through rigorous and consistent compliance with Trust policies for the prevention and control of infection, including hand hygiene. To undertake appropriate mandatory training and updates in infection prevention and control.

Person specification

Qualifications

• RSA II or equivalent touch typing/computer skills
• Minimum 5 GCSE’s including English or equivalent
• NVQ Level 2 in Business Administration or relevant experience.

Technical Skills

• Data accuracy on computer systems
• Microsoft Teams
• Experience of working with Hospital Systems

Experience

• Secretarial experience or similar
• Working with people at all levels
• NHS Medical secretary experience
• Experience of working at UHD in a similar role
• NHS medical secretary experience

Personal attributes

• Team Player
• Ability to organise own workload

Please note:

Staff recruited are expected to be available to work flexibly across all our Trust locations to meet service demands.

This advert may be closed early if sufficient applications are received.

COVID-19 vaccination remains the best way to protect yourself and our patients from the virus when working in our healthcare settings. Whilst this vaccination is not a condition of employment we do encourage our staff to get vaccinated.

Internal Candidates: staff employed prior to merger who voluntarily change jobs will be appointed to UHD terms and conditions.

Employer certification / accreditation badges

Name Tracey Shuttlewood Job title Surgery Secretariat Operations Manager Email address [e-mail] Telephone number 07356 314470 Additional information

Alison Rostern - Urology Operational Support Manager

[e-mail]