Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 409-7295826
- Employer
- Mersey and West Lancashire Teaching Hospitals NHS Trust
- Employer type
- NHS
- Site
- Whiston Hospital
- Town
- Prescot
- Salary
- £26,530 - £29,114 per annum
- Salary period
- Yearly
- Closing
- 20/07/2025 23:59
- Interview date
- 30/07/2025
Employer heading

Personal Medical Secretary
NHS AfC: Band 4
After applying via NHS Jobs, your submitted application will be imported into our preferred Third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. By applying for this post you are agreeing to "name of trust" transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.
Job overview
An exciting opportunity has arisen for a Personal Medical Secretary to join our Team.
The Personal Medical Secretary will provide a comprehensive service to the Consultants and Specialty Teams with the minimum of supervision. Organise your workload and co-ordinate activities with other Medical Secretaries to ensure that an efficient service is provided. It is essential that you should exercise initiative commensurate with the role and it is vital that confidentiality is maintained at all times.
Interviews will take place on 30th July 2025
The Job Description and Person Specification are subject to change and currently under review.
Main duties of the job
- To provide a comprehensive service to the Consultant and Speciality Team including nurse clinicians.
• 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.
Working for our organisation
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Detailed job description and main responsibilities
Opening date: 11/07/2025
Closing date: 20/07/2025
Shortlisting date: 22/07/2025
Interview date: 30/07/2025
- To provide a comprehensive service to the Consultant and Speciality Team including nurse clinicians.
• 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.
Person specification
Qualifications
Essential criteria
- The Job Description and Person Specification are subject to change and currently under review.
- RSA 3 – Typing / Word Processing
- RSA 3 – Medical Audio Typing
- Medical Terminology
Desirable criteria
- Shorthand / Speed Writing
- Secretarial Diploma
- ECDL
- CLAIT award
Knowledge & Experience
Essential criteria
- Minute Taking
- Microsoft Office Experience
- Ability to work as part of a team
- Previous Medical Secretary Experience
- Medical Audio Typing
Desirable criteria
- 2 years’ experience in a similar role or equivalent knowledge
Skills and Abilities
Essential criteria
- Excellent IT Skills
- Excellent organisational skills
- Ability to communicate professionally at all levels
- Excellent Word Processing and Keyboard skills
- Ability to organise workload effectively and prioritise
- Use of all Microsoft Office software, Word, Excel, Access, Powerpoint
- Ability to use initiative to solve problems
Desirable criteria
- Knowledge of Trust computer systems
Qualities
Essential criteria
- Highly developed interpersonal skills
- Ability to use own initiative and work independently
- Capability to adapt to most situations
- Reliable and conscientious
- Ability to maintain control of stressful situations
Other requirements
Essential criteria
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
Documents to download
Further details / informal visits contact
- Name
- Chloe Smith
- Job title
- Administration Services Co-Ordinator
- Email address
- [email protected]
- Telephone number
- 0151 478 7666
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