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Medical Secretary - Bank

NHS AfC: Band 3

Main area
Bank Admin & Clerical
NHS AfC: Band 3
Bank: As & when required
Job ref
Whiston Hospital
£20,330 - £21,777 Pro rata per annum
Salary period
Today at 23:59

Job overview

Full time or part time hours available

Core hours between 8am – 6pm on Whiston Hospital site

To provide a comprehensive administrative service in dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties.   Ensure cross cover working where appropriate. 

The Surgical/Medical Care Group provides a full range of acute in-patient, out-patient, day case and emergency services to the local communities of St Helens, Knowsley and Halton and out of area patients.

Main duties of the job

Typing of Clinic Letters, Patient Result Letters, other clinical letters when required

Checking Appointments on PAS system

Dealing with Tertiary Referrals

Working for our organisation

St Helens & Knowsley Teaching Hospitals NHS Trust is the BEST acute Trusts in England for the THIRD year running!

The Trust is currently the only acute Trust in Cheshire and Merseyside, and is one of few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.

We provide a full range of acute adult services to our local population of circa 350,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are also a Major Trauma Unit and the Mersey Regional Burns Unit.

Our '5 Star Patient Care' strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.

Detailed job description and main responsibilities


  • To quality check documentation completed in clinical administration support.
  • Audit reports bi-monthly against KPI’s (key performance indicators).
  • Mentor, train and supervise relevant staff as required by the Administration Services Co-ordinator.
  • Complete any Tertiary Referrals to external Trusts and ensure these are completed on PAS system.  Keep track of referrals to ensure patient is reviewed promptly.  Check that follow up appointments are arranged in conjunction with Referral To Treat (RTT) patient pathway.
  • Type dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place.  Liaise with Personal Medical Secretary of specialty accordingly.
  • Deal appropriately with concerns from staff in line with Trust policy
  • To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
  • Accurate use of patient information using the Patient Administration System (PAS), including registration screen to check patient details are correct.
  • Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
  • Print off EIS reports for discharges
  • Taking minutes of meetings and circulating to relevant groups.
  • Obtain information requested by Administration Services Co-Ordinator.
  • Record sickness/absence, annual leave on ESR system.
  • Carry out appraisals as appropriate.
  • Organise and order stationary items as appropriate.
  • Ensure all mandatory training is up to date and report accordingly.
  • Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
  • General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying.  Participate in housekeeping of the office environment.
  • Attend appropriate training, meetings and education sessions at the request of manager
  • Work with managers to review working practices, ways of working and find solutions to problems.
  • To work in a flexible manner in accordance with the Trust Policy.
  • Any other duties required by Line Manager


  • Comply with Trust Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust, this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents.
  • Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your Consultant.  Type any medical reports for child protection cases as requested by the Consultant, nurse or junior medical staff.  Arrange multi-professional meetings regarding child protection/child in need cases.  Minute multi-professional meetings as necessary.
  • Provide administrative support for the Named Consultant and Named Nurse for Safeguarding Children
  • Know about the range of physical abuse, emotional abuse, neglect and sexual abuse.
  • Be able to recognise signs of abuse appropriate to role and what action to take
  • Know what to do if concerned that a child is being abused.
  • Know about the Trust’s local policies/procedures.
  • Understand the importance of sharing information, how it can help and the dangers of not sharing information.
  • Be able to recognise signs of child abuse as this relates to their role. e.g observe inappropriate parenting, an unusually quiet and withdrawn child etc
  • Be able to seek advice and report concerns, ensuring that they are listened to.


  • To observe the provisions of and adhere to all Trust policies and procedures.
  • To actively participate in the annual performance review to identify personal development needs
  • To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
  • To fully comply with the relevant sections of the Health and Safety at Work Act.  They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust “Statement of Policy on Health and Safety at Work” and the Trust corporate “Health and Safety Policies and Procedures”.  You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
  • To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.
  •  The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
  • All staff will be treated with respect by management, colleagues, patients and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.
  • You will be expected to undertake the Trusts’ commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
  • To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous
  • In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role.  The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work.  Infection prevention and control must be included in any personal development plan and/or appraisal.
  • To adhere to relevant Code of Practice of Professional body (if appropriate)
  • The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
  • The duties contained in this job description are not intended to be exhaustive.  The duties and responsibilities of this post are likely to evolve in line with the Trust’s continued organisational development.
  • To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the website. Hard copies are available from the HR Department on request.
  • The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.

Person specification


Essential criteria
  • GSCE Standard or Higher
  • RSA/OCR III or equivalent
  • Good English Language Skills
  • Word Processing Skills
  • Audio-Typing Skills
  • Medical Terminology
Desirable criteria
  • Shorthand/Speedwriting Skills

Knowledge & Experience

Essential criteria
  • Microsoft Office Products Experience
  • Ability to work as part of a team
Desirable criteria
  • Minute Taking
  • 2 years’ experience working in an NHS environment
  • Previous Medical Secretary Experience
  • Medical Audio Typing


Essential criteria
  • Ability to use own initiative and work independently
  • Capability to adapt to most situations
  • Ability to manage difficult/sensitive situations
  • Able to work the hours and undertake duties required
Desirable criteria
  • Excellent interpersonal skills


Essential criteria
  • Ability to travel across hospital sites when required
  • Comply with Trust policies and procedures at all times
  • Ability and willingness to undergo further training for the post
Apprenticeships logoNo smoking policyHSJ Best places to workJob share policyMindful employer.  Being positive about mental health.Age positiveDisability confident leaderCare quality commission - OutstandingDefence Employer Recognition Scheme (ERS) - GoldStep into health

Applicant requirements

Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here. It is vital that you provide full and accurate details of your current immigration status on the application form. Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years. Guidance can be found here. Not everyone needs a ‘Skilled Worker’ visa. If you are applying for a vacancy in health or adult social care, check if you’re eligible to apply for the Health and Care Worker visa instead. It’s cheaper to apply for and you do not need to pay the annual immigration health surcharge

Documents to download

Apply online now

Further details / informal visits contact

Clare Edwards
Job title
Associate Director
Email address
Telephone number
0151 430 1934
Additional information