Job summary
- Main area
- Stroke Service
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 287-AMED-249-26
- Employer
- Liverpool University Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Aintree
- Town
- Liverpool
- Salary
- £28,392 - £31,157 Per annum
- Salary period
- Yearly
- Closing
- 21/09/2026 23:59
Employer heading
Stroke Service Medical Secretary
Band 4
Job overview
Stroke Service Medical Secretary
Band 4
Permanent
37.5 Hours per week
An exciting opportunity has arisen for a Band 4 Specialty Medical Secretary to join the Stroke Team.
This is a full-time post, working 37.5 hours per week, Monday to Friday, 9.00am to 5.00pm, based at the Aintree Hospital site.
The successful candidate will be required to work effectively as part of a team, providing support to colleagues and contributing to the delivery of comprehensive secretarial and administrative service for the Stroke Consultant Physicians and wider clinical team.
The post holder will undertake a range of secretarial and administrative duties, including the management and processing of referrals, RTT administration, clinic appointment booking, diary management, maintenance of clinic waiting lists, minute taking, audio transcription, and the preparation of clinical letters, reports and other correspondence as required by the medical team.
The role will support the Trust’s commitment to delivering safe, compassionate and patient-centered care, while upholding the values of respect, dignity and professionalism in all interactions with patients, relatives, colleagues and wider service users.
We welcome applications from motivated and organised individuals who are committed to supporting high-quality patient care and contributing positively to the Stroke service.
For further information, please contact Mark Barnett, Clinical Office Manager for Stroke, on 0151 529 2177.
**Please note this vacancy will close once sufficient applications have been received**
Main duties of the job
- To provide a comprehensive service to consultants and speciality teams
2. Keep diary up to date, arrange appointments.
3. Mentor, train and supervise relevant staff as required.
4. Support consultants in non clinical activities role taking minutes at meetings.
5. Ensure appropriate personnel are informed of consultant annual leave/study leave.
6. Cancel and add patients to the waiting list,
7. Type dictation from audio transcription of clinical correspondence and documentation.
Type discharge summaries as appropriate.
8. Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place.
9. Work from initiative using own judgement, acquired knowledge and tact to deal with queries
10. Deal with enquiries either on the telephone of face to face
11. Ensure all correspondence relating to patient care is acted upon in a timely manner.
12. Accurate check of patient demographics using the Patient Administration System (PAS),
13. Obtain information as requested by line manager
14. Be able to work as part of a team, covering leave and sickness
15. Train new and junior members of the team within own work area as required by line manager.
16. Attend appropriate training and education sessions at the request of manager.
17. General office duties, including incoming and outgoing mail, e-mail, fax, photocopying.
18. Record and input data onto databases and systems as appropriate
* Any other duties required by line manager
Working for our organisation
NHS University Hospitals of Liverpool Group (UHL Group) was formed on 1 November 2024, born from a shared aim to improve the care we provide our communities.
We are one of the largest employers in region, with over 18,900 colleagues who are dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services that extend to more than two million people in the North West.
We operate from five hospital sites: Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside, and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to several elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Heart and Chest Hospital provide specialist services in cardiothoracic surgery, cardiology and respiratory medicine, both in the hospital and out in the community. Liverpool Women’s Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single en-suite bedrooms and mainly focuses on complex planned care and specialist services.
Detailed job description and main responsibilities
1. To provide a comprehensive service to consultants and speciality teams including nurse
practitioners/clinicians.
2. Keep diary up to date, arrange appointments, and arrange travel and accommodation.
3. Operate an effective bring forward system and filing system.
4. To manage and maintain 18 week pathways including tertiary referrals to external trusts,
and ensure these are accurately recorded 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.
5. Mentor, train and supervise relevant staff as required. Deal with annual leave requests and
sickness absence return to work interviews.
Aug 2021
6. Support consultants in non clinical activities role by preparing presentation documents
using relevant packages and arranging meetings, set agenda, circulate agenda/supporting
papers as appropriate, and take minutes at meetings.
7. Ensure appropriate personnel are informed of consultant annual leave/study leave. Keep
consultants informed of junior doctor leave, as it could have an effect on the service.
8. Organise and maintain consultant’s admissions. Cancel and add patients to the waiting list,
as appropriate, ensuring lists are updated, and patients contacted. Liaise with waiting list
office, anaesthetic department and ward. Complete and amend theatre lists appropriately.
9. Type dictation from audio transcription of clinical correspondence and documentation.
Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals
to ensure patient is reviewed promptly.
10. Check against clinical letters to ensure appropriate follow up arrangements/investigations
are in place. Rectify if not.
11. Allocate and check the work of other staff
12. Ensure sickness absence and annual leave of clinical staff is reported.
13. Assist with the investigation and compilation of responses to complaints/incidents, helping
to ensure this is done with the optimum deadlines set by the Trust.
14. Work from initiative using own judgement, acquired knowledge and tact to deal with queries
and resolve situations or refer to appropriate person.
15. Carry out appraisals as appropriate
16. Organise and order stationery as appropriate.
17. Ensure all junior staff mandatory training is up to date and report accordingly.
18. Deal with enquiries either on the telephone of face to face from patients, consultants, junior
doctors and colleagues in an appropriate manner.
19. Ensure all correspondence relating to patient care is acted upon in a timely manner.
20. Accurate check of patient demographics using the Patient Administration System (PAS),
including registration screen, checking patients details are correct, and tracking of case
notes.
21. Assist with audit/research data collection as required.
22. Obtain information as requested by line manager
23. Be able to work as part of a team, promote effective flows in the department to cover leave
to ensure office runs smoothly.
24. Train new and junior members of the team within own work area as required by line
manager.
25. Attend appropriate training and education sessions at the request of manager.
26. General office duties, including incoming and outgoing mail, e-mail, fax, photocopying.
Aug 2021
Participate in housekeeping of office environment.
27. Work with managers to review working practices, ways of working and find solutions to
problems.
28. Implement policies and procedures for own area.
29. Record and input data onto databases and systems as appropriate
30. To work in a flexible manner in accordance with Trust Policy, and to check flexi time sheets
for medical secretaries.
* Any other duties required by line manager
Person specification
Education/Qualifications
Essential criteria
- Educated to GCSE/O Level standard/equivalent or higher
- RSA/OCR Typing/Word processing Level 3 or equivalent
- RSA/OCR Audio typing Skills Level 3
- Knowledge of medical terminology
- Secretarial Qualification or equivalent experience
Desirable criteria
- ECDL or equivalent
- Shorthand
Experience
Essential criteria
- Excellent I.T. skills with knowledge and experience of all Microsoft office packages
- Demonstrable experience working in an NHS office environment as a medical secretarial
Skills/Ability/Knowledge
Essential criteria
- Ability to communicate professionally at all levels in a helpful courteous manner. First Class Communication Skills
- Excellent Organisation Skills
- Excellent Word Processing and Keyboard Skills
- Ability to organise workload effectively and prioritise to meet deadlines
- Ability to work individually or as part of a team
- Experience or supervising and motivating a team
- Time Management Skills
Desirable criteria
- Knowledge of internal PAS system
Employer certification / accreditation badges
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Mark Barnett
- Job title
- Clinical office Manager for Stroke
- Email address
- [email protected]
- Telephone number
- 0151 5292177
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