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Job summary

Main area
Administration
Grade
NHS AfC: Band 4
Contract
Fixed term: 12 months (Maternity Cover until 31/03/2027)
Hours
Part time - 22.5 hours per week
Job ref
409-7635772
Employer
Mersey and West Lancashire Teaching Hospitals NHS Trust
Employer type
NHS
Site
Whiston Hospital
Town
Prescot
Salary
£28,392 - £31,157 per annum pro rata
Salary period
Yearly
Closing
07/07/2026 23:59

Employer heading

Mersey and West Lancashire Teaching Hospitals NHS Trust logo

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

Personal Medical Secretary (Band 4)

Clinical Support Services Division

Based at Whiston Hospital 

We are looking for organised and proactive Personal Medical Secretaries to support our Consultants and clinical teams. This is a key role within a fast‑paced specialty where excellent administrative support is essential to providing high‑quality patient care.

These are maternity leave cover positions, your preferred position will be discussed at interview.

409-7635772:

Paediatrics – 22.5 hours per week – working Monday – Friday 10am-2.30pm (contract ends 31.03.27)

409-7978990:

General Surgery – 18 hours per week – working Tuesday 9am-4pm, Wednesday 9am-4pm, and Thursday 9am-2pm  (contract ends 15.09.27)

409-7826969:

Trauma and Orthopaedics – 22.5 hours per week – Monday 9am-5pm, Tuesday 9am-5pm and Friday 9am-5pm (contract ends 30.06.27)

If applying on a secondment basis, please ensure you have sought approval from your line manager before applying.

 

The JD & PS are currently under AfC review and are subject to change.

Main duties of the job

About the Role

·         Provide comprehensive secretarial support to Consultants and the wider team.

·         Manage diaries, appointments, clinical correspondence and audio typing.

·         Support meetings, prepare documents and take minutes.

·         Liaise with patients, clinicians and departments professionally and efficiently.

·         Ensure timely handling of referrals, investigations and patient queries.

About You

We’re looking for someone who is:

·         Highly organised with strong audio typing and administrative skills.

·         Able to work independently in a busy environment.

·         Confident communicating with patients and clinical staff.

·         Accurate, detail‑focused and discreet.

If you’re motivated, adaptable and committed to delivering excellent support, we’d love to hear from you.

Apply now to join our team.

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.

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.

You will be expected to undertake the Trusts' commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults. 

Detailed job description and main responsibilities

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.

Ensure appropriate personnel are informed of consultant annual/study leave. Amend clinic/theatre lists/forms appropriately. Keep Consultants informed of junior doctor leave could have an effect on the service.

Person specification

Qualifications

Essential criteria
  • GSCE Standard or Higher
  • RSA 3 – Typing / Word Processing
  • RSA 3 – Medical Audio Typing
  • Good English Language Skills
  • Medical Terminology
Desirable criteria
  • Shorthand / Speed Writing
  • Secretarial Diploma
  • ECDL
  • CLAIT award

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

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

Other

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
  • Able to work the hours and undertake duties required
  • Ability to travel across hospital sites when required
  • Possess a friendly and approachable personality
  • Ability to show understanding an appreciation
  • Comply with Trust policies and procedures at all times
  • Ability and willingness to undergo further training for the post
  • Maintain confidentiality at all times

Employer certification / accreditation badges

Nursing TimesApprenticeships logoDisability confident leaderArmed Forces Covenant Gold AwardNavajo - Merseyside and CheshireCare quality commission - OutstandingDying to Work CharterStep into healthHappy to Talk Flexible WorkingNHS Rainbow Badge - BronzeDefence Employer Recognition Scheme (ERS) - GoldPeople Promise

Documents to download

Apply online now

Further details / informal visits contact

Name
Kirsty Overend
Job title
Associate Directorate Manager
Email address
[email protected]
Telephone number
01744 646932
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