Job summary
- Main area
- Gynaecology
- Grade
- NHS AfC: Band 4
- Contract
- Permanent: 31 hours per week, specific working days/hours
- Hours
- Part time - 31 hours per week (Working Mon-Fri with Thurs until 7pm)
- Job ref
- 407-WCCSS-8055103
- Employer
- Walsall Healthcare NHS Trust
- Employer type
- NHS
- Site
- Manor Hospital
- Town
- Walsall
- Salary
- £28,392 - £31,157 per annum
- Salary period
- Yearly
- Closing
- 10/08/2026 23:59
Employer heading
Medical Secretary Gynaecology
NHS AfC: Band 4
Walsall Manor Hospital is a busy district general hospital offering compete range of acute services. The Trust primarily serves the immediate population of Walsall with some patients requiring more specialised treatment at other, neighbouring Trusts. The Trust continues to invest in its facilities and services, supporting high-quality care for the communities it serves.
This role offers the opportunity to work within our integrated care model, contributing to high-quality services that help people remain independent in their own homes and communities.
We are committed to investing in our workforce and creating an environment where colleagues can learn, contribute and develop. Our new Urgent Emergency Care Centre, opened in March 2023, demonstrates our ongoing investment in facilities and services.
As an employee, you’ll benefit from an attractive salary and comprehensive benefits package (detailed in Employer Description above), plus access to NHS pension arrangements and staff accommodation where available.
Walsall Healthcare NHS Trust is proud to be part of the Armed Forces Covenant, currently holding the Bronze Award, underlining our commitment to supporting the Armed Forces Community.
RESPECT – COMPASSION – TEAMWORK – PROFESSIONALISM
Job overview
The Walsall Healthcare NHS Trust has a vacancy for a part time (31 hours) Medical Secretary to work within the Gynaecology Department. The post will provide secretarial support to the Infertility and Gynaecology Oncology services with a specific working pattern including a shift ending at 7pm on Thursdays.
To provide comprehensive secretarial and administration support, handling first line enquiries from patients, relatives and staff and coordinating waiting lists and clinics for an assigned group of clinicians.
PLEASE NOTE, WE MAY CLOSE THIS VACANCY EARLY IF WE RECEIVE HIGH NUMBERS OF APPLICATIONS.
Main duties of the job
To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.
Please also refer to the Job Description attached.
Working for our organisation
The Division of WCCSS has a vacancy for a part time Medical Secretary to work within the Gynaecology department.
We are looking for a highly motivated individual to provide comprehensive administrative and clerical support to the Gynaecology Department as directed by the Care Group Support Manager/Deputy Care Group Manager. The successful candidate must be able to work using their own initiative, and also as part of a busy team. Good communication skills are essential as the post holder will need to liaise directly with patients, consultants and other hospital staff. A working knowledge of the Trust internal systems would be an advantage.
This advert will close early if we receive a high volume of applicants
Detailed job description and main responsibilities
Job Summary and Main responsibilities
To provide comprehensive medical secretarial and administration support, handling first line enquiries from patients, relatives and staff and coordinating waiting lists and clinics for an assigned group of clinicians.
Key Responsibilities
1. To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
2. Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.
3. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
4. Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.
5. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.
6. Maintaining accurate processing and storage of clinical records via both electronic systems and paper based records to include maintaining electronic waiting list, appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.
7. Managing own workload, ensuring compliance with standards relevant to the role and department, ensuring that a quality service is provided according to agreed policies and Standard Operating Procedures, referring to Manager where appropriate.
8. Ordering and maintaining office supplies and stationery, and other stock items as appropriate. This may include cash handling and the authorisation of requisitions within agreed limits.
9. Have responsibility for adhering to all relevant Trust policies, and ensuring that team members do likewise, and proposing practice changes within own area/department.
General office duties, including incoming and outgoing mail, e-mail, photocopying. Participate in housekeeping of office environment.
Person specification
Qualifications
Essential criteria
- • AMSPAR Medical Secretary Diploma or equivalent qualification and/or relevant experience.
- • Educated to GCSE/O Level standard/equivalent
- • NVQ Level 3 (or equivalent) Word Processing/Audio typing Skills
Desirable criteria
- • RSA/OCR Level II or equivalent
Knowledge and Experience
Essential criteria
- • Excellent knowledge of the full range of Microsoft Office Programmes (i.e. Word/Outlook/Excel/PowerPoint)
- • Experience working in a healthcare administrative environment, preferably within the NHS.
- • Experience dealing with non-routine issues such as problem solving, developing alternative or additional administrative procedures.
- • Experience of planning and organising events e.g. MDTs and case conferences.
- • Experience of handling sensitive information
Key Competencies
Essential criteria
- • Advanced knowledge of specialist medical terminology and secretarial procedures, many of which are non-routine.
- • Clear understanding of confidentiality and data protection issues
Desirable criteria
- • Understanding of Trust internal policies as appropriate
- • Knowledge of internal PAS system
Other
Essential criteria
- • Frequent requirement for concentration where work pattern is predictable
Employer certification / accreditation badges
Applicant requirements
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.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Emily Bissell
- Job title
- Deputy Care Group Manager
- Email address
- [email protected]
- Telephone number
- 01922 721172
- Additional information
Please use ext 3061
If you have problems applying, contact
- Address
-
Walsall Healthcare NHS Trust
Pleck Road
Walsall
WS2 9PS
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