Personal Medical Secretary

Job overview

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.

• Paediatrics – 22.5 hours per week – working Monday – Friday 10am-2.30pm (contract ends 31.03.27)
• General Surgery – 18 hours per week – working Tuesday 9am-4pm, Wednesday 9am-4pm, and Thursday 9am-2pm (contract ends 15.09.27)
• Trauma and Orthopaedics – 18.75 hours per week – Monday 9am-3.45pm, Tuesday 9am-3.45pm and Friday 9am-3.45pm (contract ends 30.06.27)
• Vascular – 11.25 hours per week – working Wednesday 1.15pm-5pm, Thursday 9.30am – 1.15pm, Friday 9.30am – 1.15pm (contract ends 17.12.27)

There may be an opportunity to take on more than one post, providing the total hours do not exceed 37.5 hours per week. We are also open to discussion regarding working pattern.

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

• 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.

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.

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. Support Consultant in non-clinical activities/Clinical Director role by preparing presentation documents using relevant packages and arranging meetings, circulate agenda/supporting papers as appropriate, and taking minutes at meetings.

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.