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Personal Medical Secretary

NHS AfC: Band 4

Main area
Personal Medical Secretary
NHS AfC: Band 4
Fixed term: 6 months (secondment will be considered)
Full time - 37.5 hours per week
Job ref
409-3500121 -A
Whiston Hospital
£22,549 - £24,882 per annum
Salary period
25/10/2021 23:59
Interview date

Job overview

The Medical Care Group at Whiston Hospital is looking to appoint a Personal Medical Secretary to provide a comprehensive service with the minimum of supervision. 


Main duties of the job

The successful applicant will be able to organise their own workload and co-ordinate workload activities with other Personal Medical Secretaries in the team.  The successful candidates will be of a pleasant disposition, have excellent interpersonal skills and a friendly telephone manner.

Applicants will be proficient in the use of audio-typing and word-processing packages and qualified to at least RSA Level 3/OCR typing/word-processing or equivalent.  Knowledge of medical terminology is essential.  Possession of the AMSPAR certificate is desirable.  Experience of using Microsoft Office software and the Medway system is an advantage but training will be provided if necessary.

There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you are able to work on your own initiative.

 Interview Date: 29th October 2021

If applying for a secondment please obtain approval from your line manager prior to applying. 

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 provide a comprehensive secretarial service to the Consultant, Doctors and Speciality Team including nurse clinicians.
  • Manage all departmental rotas and on-call rotas ensuring that annual/study leave and sickness do not compromise the smooth running and the department.  Liaise with Medical Staffing to arrange locum cover.  If emergency need is requested by members of clinical team ensure this is covered accordingly liaising closely with Clinical Director or dedicated clinical person for rota management
  • Preparation of departmental induction and teaching programme for junior doctors/students taking an active part in departmental induction.
  • Monitoring of the use of annual and study leave for all doctors ensuring that the correct level of cover is provided at all times. This would also include the arrangement of cover during examinations and junior doctor rotation.
  • Monitoring of the use of annual and study leave for all doctors ensuring that the correct level of cover is provided at all times. This would also include the arrangement of cover during examinations and junior doctor rotation.
  • Keep diary up to date, arrange appointments, and arrange travel and accommodation.
  • Operate an effective bring forward system and filing system.
  • Type dictation from audio transcription of clinical correspondence and documentation, ensuring all letter and workflow processes are adhered to and Standard Operating Procedures are followed.
  • Type discharge summaries as appropriate
  • Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place.  Rectify if not.
  • To manage and maintain 18 week pathways including Tertiary Referrals to external Trusts and ensure these are completed on the 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.
  • Support Consultant in non-clinical activities/Clinical Director role by preparing presentation documents using relevant packages and arranging meetings, circulate agenda/supporting papers as appropriate, and taking minutes at meetings.
  • Ensure appropriate personnel are informed of consultant annual/study leave.  Amend clinic/theatre lists/forms appropriately.  Keep Consultants informed of junior doctor leave could have an effect on the service.
  • Arrange planned patient admission to Hospital liaising with the appropriate ward and admissions department.
  • Ensure Consultants are up to date with mandatory training/appraisals and ensure information is updated on ESR system.
  • Ensure sickness/absence and annual leave of clinical staff is reported on ESR system.
  • Assist with the investigation and compilation of responses to complaints, helping to ensure this is done within the optimum deadlines set by the Trust.
  • Work from initiative using own judgment, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person.
  • Deal with enquiries either on the telephone or face to face from patients, consultants, junior doctors and colleagues in an appropriate manner.
  • Ensure all correspondence relating to patient care is acted upon in a timely manner and that investigations are signed by Consultants or team and are dealt with in accordance with Trust policy.
  • Cross reference invoices against investigations completed at external sites.  Prepare any claims for reimbursement for consultant activities.
  • Accurate check of demographics using the Patient Administration System (PAS), including registration screen to check patient details are correct.
  • Maintain effective track on inpatient referrals to ensue patient is reviewed promptly.
  • Receive new referral letters and ensure they are dated and triaged in a timely manner.  Liaise with appointments and patients to book appointments accordingly.  Check monthly breach lists.
  • Receive cash/cheque donations to Trust; provide receipt/letter of confirmation.
  • Assist with audit/research data collection as required.
  • Obtain information requested by Administration Services Manager as and when required.
  • Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
  • Train new and junior members of the team within own work area as required by Administration Services Co-ordinator.
  • General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying.  Participate in housekeeping of the office environment.
  • Attend appropriate training and education sessions at the request of manager
  • Work with co-ordinators to review working practices, ways of working and find solutions to problems.
  • Implement policies and procedures for own areas.
  • Order stationery for own areas when required.
  • To work in a flexible manner in accordance with the Trust Policy.
  • Any other duties required by Line Manager

Person specification


Essential criteria
  • Educated to GCSE level standard or equivalent qualifications and/or experience
  • RSA III Typing/Word-processing or equivalent qualification and/or experience
  • RSA III Medical Audio-Typing or equivalent qualification and/or experience
Desirable criteria
  • Secretarial Diploma
  • ECDL or equivalent qualification and/or equivalent experience

Knowledge & Experience

Essential criteria
  • Experience of Minute taking
  • Excellent IT knowledge and experience of Microsoft office products i.e. excel, power point, access and MS publisher
  • Experience of Medical Audio typing
  • Ability to work as part of a team
  • Previous experience as a Medical Secretary
  • Effective communication skills and ability to communicate with all levels of staff in a helpful and courteous manner
  • Ability to organise workload effectively and prioritise to meet deadlines
  • Ability to use initiative to problem solve
Desirable criteria
  • Experience in a similar role or equivalent level of knowledge
  • Knowledge of Medical Terminology


Essential criteria
  • Excellent Word processing and keyboard skills
  • Highly developed interpersonal and communication skills
  • Ability to use initiative and work independently
  • Ability to maintain control of stressful situations
Desirable criteria
  • Shorthand/Speed Writing skills


Essential criteria
  • Ability to travel across hospital sites when required
  • Ability to show understanding and appreciation of the need to maintain confidentiality in all matters
  • Comply with Trust policies and procedures
  • Willingness to undergo further training in accordance with the needs of the post
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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

Laura Lake
Job title
Administration Services Manager
Telephone number
0151 676 5936