Personal Medical Secretary

Job overview

Clinical Support Services Division

• hours per week to be worked Monday – Friday | Based at Whiston Hospital

We have three full-time (37.5 hour) positions available.

Your choice of specialty/specialties will be discussed at interview:

Respiratory

Trauma & Orthopaedics

General Surgery

We are looking for organised and proactive Personal Medical Secretaries to support our consultants and clinical teams. These are key roles within fast‑paced specialties where excellent administrative support is essential to providing high‑quality patient care.

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

Previous applicants need not apply.

Main duties of the job

• Provide comprehensive secretarial support to consultants and the wider clinical 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 administrative 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. Manage on-call rotas in absence of Rota Co-ordinator when requested, ensuring that annual/study leave, and sickness do not compromise the smooth running and the department. Liaise with Medical Staffing to arrange locum cover. If emergency need is requested by members of clinical team, ensure this is covered accordingly liaising closely with Clinical Director.