Personal Medical Secretary - Paediatric Department

Personal Medical Secretary – Paediatric Department

Position:
Personal Medical Secretary (Band
4) – NHS AfC, part time (18.75 hours per week).

Hours:

Wednesday 9am‑12.45pm, Thursday 9am‑5pm, Friday 9am‑5pm.

Location:

Whiston Hospital, Mersey and West Lancashire Teaching Hospitals NHS Trust.

Contract:

Permanent. Salary: £28,392 – £31,157 per annum (pro rata). Closing date: 01/07/2026 23:59. Job ‑7905961.

Support Paediatric Consultants and the wider paediatric team with comprehensive administrative assistance. Provide diary management, correspondence handling, audio typing, meeting preparation, minutes, and liaison with patients and clinicians. Ensure timely referral, investigation, and patient query management in a fast‑paced specialty environment.

• Provide comprehensive secretarial support to Consultants and the Paediatric 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.
• Maintain diary accuracy, arrange appointments, travel and accommodation.
• Operate an effective bring‑forward system and filing system.
• Type dictation from audio transcription of clinical correspondence and documentation, ensuring all letters and workflow processes are adhered to and Standard Operating Procedures are followed.
• Type discharge summaries when appropriate and check clinical letters for suitable follow‑up arrangements and investigations.
• Prepare presentation documents, circulate agendas and supporting papers, and take minutes for non‑clinical activities and the Clinical Director role.
• Inform appropriate personnel of consultant annual/study leave, amend clinic and theatre lists and forms, and communicate any junior doctor leave that may affect service provision.

• GSCE Standard or Higher.
• RSA 3 – Typing / Word Processing.
• RSA 3 – Medical Audio Typing.
• Medical Terminology.
• Shorthand / Speed Writing.
• Secretarial Diploma.
• ECDL.
• CLAIT award.
• Minute taking experience.
• Microsoft Office experience.
• Previous medical secretary experience.
• Medical audio typing experience.
• 2 years’ experience in a similar role or equivalent knowledge.

• Highly organised with strong audio typing and administrative skills.
• Independent and able to work in a busy environment.
• Confident communicating with patients and clinical staff.
• Accurate, detail‑focused and discreet.
• Excellent organisational skills.
• Professional communication at all levels.
• Excellent Word processing and keyboard skills.
• Ability to organise workload effectively and prioritise.
• Proficiency with Microsoft Office software:
  Word, Excel, Access, Powerpoint.
• Ability to use initiative to solve problems.
• Knowledge of Trust computer systems.
• Capability to adapt to most situations, reliable and conscientious.
• Ability to maintain control of stressful situations.
• Ability to travel across hospital sites when required.
• Friendly and approachable personality.
• Willingness to undergo further training.
• Maintain confidentiality at all times.
• Comply with Trust policies and procedures at all times.

We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome applicants from all backgrounds and value the unique skills, perspectives, and experience you bring. We are committed to offering an interview to disabled applicants and armed forces veterans who meet the minimum criteria for the role under the Guaranteed Interview Scheme. All applicants are considered through an anonymous shortlisting process.

• Pro rata annual leave of 27 days.
• Pension scheme.
• Staff health and wellbeing programme.
• Unsocial hours payments where applicable.
• Access to NHS discounts.