Job summary
- Main area
- Trauma & Orthopaedics
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 287-ASUR-87-25
- Employer
- Liverpool University Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Broadgreen Hospital
- Town
- Liverpool
- Salary
- £27,485 - £30,162 per annum
- Salary period
- Yearly
- Closing
- 28/07/2025 23:59
Employer heading

Medical Secretary
Band 4
Job overview
The Specialty Secretary forms the operational link between the Consultant Team, the service and the patient and will be expected to undertake the following key skills and competencies:
· To develop an in depth knowledge of all aspects of the Consultant’s role, liaising with professional bodies where medical staff have additional roles and special interests.
· To apply knowledge of patient administration systems and Microsoft office products for updating/extracting patient information to support the patient pathway, as appropriate.
· To be discerning in all aspect of the secretariat role, exercising independent judgement and initiative, as appropriate.
· To be an effective communicator at all levels of the organisation and when dealing with external clinical stakeholders and exercising tact, sensitivity and discretion when dealing with patients and their relatives.
· To be a team player, cross covering colleagues, acting as mentor to new staff members and supervising junior admin staff, where appropriate.
Main duties of the job
To provide a comprehensive service to the consultants and speciality teams, with the minimum of supervision. Organise your own workload and co-ordinate activities with other medical secretaries to ensure that an efficient service is provided. It is essential that you show initiative commensurate with the role and it is vital that confidentiality should be maintained at all times. Ensure cross cover working where possible.
Working for our organisation
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.
We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues 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 for more than two million people in the North West.
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 elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. 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 bedrooms and focuses on complex planned care and specialist services.
For roles at Liverpool Women’s, visit their careers page.
Detailed job description and main responsibilities
- To provide a comprehensive service to consultants and speciality teams including nurse
practitioners/clinicians. - Keep diary up to date, arrange appointments, and arrange travel and accommodation.
- Operate an effective bring forward system and filing system.
- 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. - Mentor, train and supervise relevant staff as required. Deal with annual leave requests and
sickness absence return to work interviews. - 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.
- 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
- 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.
- 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.
- Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.
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
- Secretarial Qualification or equivalent experience
- Knowledge of medical terminology
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 Word Processing and Keyboard Skills
- Ability to organise workload effectively and prioritise to meet deadlines
- Knowledge of internal PAS system
- Experience or supervising and motivating a team
- Excellent Organisation Skills
- Ability to work individually or as part of a team
- Legible handwriting
- Time Management Skills
- Excellent interpersonal and influencing skills
Desirable criteria
- Understanding of Trust internal policies as appropriate
- Knowledge of internal PAS system
Qualities/Attributes
Essential criteria
- Capability to adapt to most situations
- Eager to learn
- Ability to maintain control of stressful/sensitive situations
Other Requirements
Essential criteria
- Comply with Trust policies and procedures
- Ability to show understanding and appreciation of the need to maintain confidentiality in all matters – Data Protection Act
- Ability and willingness to undergo further training in accordance with the needs of the post
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
- Linda Brown
- Job title
- Orthopaedic Administration Manager
- Email address
- [email protected]
- Telephone number
- 0151 282 6126
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