Job summary
- Main area
- Surgery
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job ref
- 153-SU05254
- Employer
- University Hospitals Dorset NHS Foundation Trust
- Employer type
- NHS
- Site
- Poole
- Town
- Poole
- Salary
- £27,485 - £30,162 PA
- Salary period
- Yearly
- Closing
- 28/11/2025 23:59
Employer heading
PA - Head and Neck
NHS AfC: Band 4
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 £250m estates 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
To provide secretarial support for the Head and Neck consultants and their medical teams, ensuring clinic typing is undertaken in a chronological fashion, all telephone calls are actioned and returned and all administration relevant to the role including consultant diaries are managed effectively, inclusive of shared departmental email inbox and administration.
To provide Secretarial cover to other consultants where necessary and thereby assist in the provision of an efficient office and secretarial service.
Interview date: 10th December 2025
Main duties of the job
Ensuring all clinics, letters and documents are typed accurately and in a timely manner using the Trusts electronic systems such as, Dragon Dictation, eCaMIS and EPR. Using a chronological system ensure typing is achieved in priority and date order.
To provide an accurate and organised service of consultant diaries, inclusive of any training seminars, supporting management of the CGM meetings including agendas, minutes and circulation of meeting dates throughout the team in the absence of colleagues.
To ensure the values of UHD are maintained and practiced on a daily basis ensuring all patients are treated with dignity and respect ensuring a high standard of service delivery is maintained.
To provide a cross cover secretarial service to the secretaries during periods of any leave, inclusive of minutes and meeting management, typing, voicemails etc.
To support the management of patient pathways by booking appointments and discharging where appropriate whilst liaising with Outpatients Department to support any last-minute changes to diaries.
Any other appropriate duties as may be assigned from time to time by the consultant and/or the Surgical Clinical Care Group.
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 be reimbursed. 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, BAME, 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
Ensure all written correspondence to GP’s, patients and other hospital staff is sent appropriately ensuring patient confidentiality.
To retrieve patients' medical notes using the Trusts CRT system and ensuring notes are available for appointments and ad hoc enquiries.
To ensure patients' x-rays and other results are available for enquiries/appointments, using electronic systems ie EPR, PACs as required.
To ensure all filing is up to date maintaining a comprehensive filing system, including general correspondence, investigation results and other paperwork in patient’s hospital records when necessary.
Ensure re-directed mail is investigated, re-addressed and re-sent as soon as possible.
Person specification
Personal Attributes
Essential criteria
- Ability to work on own initiative but remain a team member Patient and calm nature Ability to prioritise workload
Desirable criteria
- Adaptable to different situations Ability to work autonomously
Technical Skills Competencies
Essential criteria
- Excellent communication and inter-personal skills both written and verbal Excellent telephone manner Good organisational skills with ability to multi-task Time management skills
Desirable criteria
- Medical audio typing experience Understanding of medical terminology Minute taking experience
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.
Documents to download
Further details / informal visits contact
- Name
- Rachel Crooks
- Job title
- Deputy General Manager Head and Neck
- Email address
- [email protected]
- Telephone number
- 07356123721
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