Job summary An exciting opportunity has arisen for a Personal Medical Secretary to join our Pathology Team Pathology Medical Secretary to provide a comprehensive administrative service to the Consultant Haematologist, Haematology Team and the Pathology Management Team with processing of daily workloads and ad hoc office duties. Main duties of the job To provide a comprehensive secretarial service to the Consultant Pathologists and theirmedical teams, Departmental Service Managers and their teams of Biomedical Scientists,Pathology Quality Team, Nurse Specialists, Directorate, Departmental and some Trustwide committees Assist in the organisation of the Consultants workloads and being the first point of contactfor all forms of communication. Manage your workload and co-ordinate activities with other team secretaries to ensure thatan efficient service is provided. Carry out duties in such a way as to make a direct and positive contribution to the organisation of the work. It is essential that you exercise initiative commensurate with the role and it is vital that confidentiality is maintained at all times. About us Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 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, freeing up space for more unwell patients. 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 Date posted 14 February 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Per Annum, Pro Rata Contract Secondment Working pattern Part-time Reference number 409-6909429 Job locations Southport Hospital Town Lane Southport PR8 6PN Job description Job responsibilities KEY DUTIES Pathology Medical Secretary to provide a comprehensive administrative service to the Consultant Haematologists, Haematology/Transfusion and the Pathology Management Team, Pathology Quality, Nurse Specialists, Directorate, Departmental and some Trust-wide committees. Type dictation from audio of all clinical correspondence and documentation ensuring timescales set locally in the Trust are adhered to on a daily basis. Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not. Ensure all investigations are signed by consultant or team and actioned as per instruction. All investigations are to be dealt with in accordance with Trust Policy. Maintain effective tracking on all in patient referrals to ensure patient is reviewed promptly. Receive new referral letters and ensure they are dated/actioned. Liaise with appointments and patients to book appointments. Check monthly breach lists. Arrange urgent clinic appointments and appointments with the Lilac Centre for bone marrow examinations etc., notifying the patient by phone when short notice does not allow for the appointment to be posted. Arrange urgent referrals to other hospitals by phone ensuring necessary documentation/x-rays are made available for appointment. Effective verbal and written communication should be maintained at all times by extracting the correct and relevant information to deal successfully with queries/requests from GPs, staff, patients, relatives and other agencies. Show empathy when dealing with calls of a distressing nature. Impart confidential information when instructed. Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person. Ensure appropriate personnel are informed of consultant annual leave. Amend clinic lists appropriately according to staffing for both internal site and satellite clinics. Keep consultants informed of junior doctors leave that will affect service. Maintain a diary of appointments, meetings and information relevant to medical, nursing and scientific staff and compile and distribute medical staff rotas. Arrange travel and accommodation. Operate an effective bring forward system and filing system. Make full use of the computer systems and packages available. Ensure all information is updated regularly and take responsibility for reporting any faults, incorrect patient data and breaches in security. Type Haematology Medical On-Call rotas and distribute. Assist with the investigation and compilation of responses to complaints, helping to ensure this is done within the optimum deadlines as set by the Trust. Ensure all information required deal with co Establish, maintain and develop professional working relations with colleagues. Be aware and responsive to changes within the Trust and adopt a flexible and proactive approach to work. Implement secretarial policies for own area. General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopier. Participate in housekeeping of the office environment, help maintain stock controls. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly. Guidance/mentoring to new secretarial/medical staff. Undertake audits as required. Assist with research/data collection as required. Preparation of departmental inductions and teaching programmes for all grades of staff within the Pathology Directorate. Assist with tutorials, articles for publication and research, preparing and presenting information in required formats. Support Consultant, Junior Medical and Senior Technical staff in non-clinical activities/teaching role by preparing presentation documents, production of literature, meeting arrangements, events, papers, using relevant packages. Arrange Directorate, Departmental and Trust Wide meetings, circulate agenda/supporting papers as appropriate and take minutes. Obtain information requested by Administration Services Manager as and when required. Work with manager to review working practices, ways of working and find solution to problems. To work in a flexible manner in accordance with Trust Policy. Any other duties required by Line Manage Job description Job responsibilities KEY DUTIES Pathology Medical Secretary to provide a comprehensive administrative service to the Consultant Haematologists, Haematology/Transfusion and the Pathology Management Team, Pathology Quality, Nurse Specialists, Directorate, Departmental and some Trust-wide committees. Type dictation from audio of all clinical correspondence and documentation ensuring timescales set locally in the Trust are adhered to on a daily basis. Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not. Ensure all investigations are signed by consultant or team and actioned as per instruction. All investigations are to be dealt with in accordance with Trust Policy. Maintain effective tracking on all in patient referrals to ensure patient is reviewed promptly. Receive new referral letters and ensure they are dated/actioned. Liaise with appointments and patients to book appointments. Check monthly breach lists. Arrange urgent clinic appointments and appointments with the Lilac Centre for bone marrow examinations etc., notifying the patient by phone when short notice does not allow for the appointment to be posted. Arrange urgent referrals to other hospitals by phone ensuring necessary documentation/x-rays are made available for appointment. Effective verbal and written communication should be maintained at all times by extracting the correct and relevant information to deal successfully with queries/requests from GPs, staff, patients, relatives and other agencies. Show empathy when dealing with calls of a distressing nature. Impart confidential information when instructed. Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person. Ensure appropriate personnel are informed of consultant annual leave. Amend clinic lists appropriately according to staffing for both internal site and satellite clinics. Keep consultants informed of junior doctors leave that will affect service. Maintain a diary of appointments, meetings and information relevant to medical, nursing and scientific staff and compile and distribute medical staff rotas. Arrange travel and accommodation. Operate an effective bring forward system and filing system. Make full use of the computer systems and packages available. Ensure all information is updated regularly and take responsibility for reporting any faults, incorrect patient data and breaches in security. Type Haematology Medical On-Call rotas and distribute. Assist with the investigation and compilation of responses to complaints, helping to ensure this is done within the optimum deadlines as set by the Trust. Ensure all information required deal with co Establish, maintain and develop professional working relations with colleagues. Be aware and responsive to changes within the Trust and adopt a flexible and proactive approach to work. Implement secretarial policies for own area. General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopier. Participate in housekeeping of the office environment, help maintain stock controls. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly. Guidance/mentoring to new secretarial/medical staff. Undertake audits as required. Assist with research/data collection as required. Preparation of departmental inductions and teaching programmes for all grades of staff within the Pathology Directorate. Assist with tutorials, articles for publication and research, preparing and presenting information in required formats. Support Consultant, Junior Medical and Senior Technical staff in non-clinical activities/teaching role by preparing presentation documents, production of literature, meeting arrangements, events, papers, using relevant packages. Arrange Directorate, Departmental and Trust Wide meetings, circulate agenda/supporting papers as appropriate and take minutes. Obtain information requested by Administration Services Manager as and when required. Work with manager to review working practices, ways of working and find solution to problems. To work in a flexible manner in accordance with Trust Policy. Any other duties required by Line Manage Person Specification Qualifications Essential RSA/OCRIII or equivalent Work processing skills Audio-typing skills Knowledge of medical terminology Desirable AMSPAR or equivalent experience Shorthand skills/speed writing Knowledge & Experience Essential Experience as medical secretary Excellent IT skills with knowledge of experience of Microsoft office products Desirable Previous experience within the NHS Other Essential Self-motivated and able to work with limited supervision Ability to manage difficult/sensitive situations Able to use own initiative and manage/prioritise own workload Excellent communication skills Ability to accurately maintain computerised and manual filing/documentation system Ability to work as part of a team Able to work the hours and duties required by the post Able to adopt flexible approach when required Excellent interpersonal skills Ability to build and maintain good working relationships within a team Comply with Trust policies and procedures Understanding of confidential nature of role and awareness of Date Protection Act Ability to withstand pressures of work Desirable Knowledge of Hospital IT systems Person Specification Qualifications Essential RSA/OCRIII or equivalent Work processing skills Audio-typing skills Knowledge of medical terminology Desirable AMSPAR or equivalent experience Shorthand skills/speed writing Knowledge & Experience Essential Experience as medical secretary Excellent IT skills with knowledge of experience of Microsoft office products Desirable Previous experience within the NHS Other Essential Self-motivated and able to work with limited supervision Ability to manage difficult/sensitive situations Able to use own initiative and manage/prioritise own workload Excellent communication skills Ability to accurately maintain computerised and manual filing/documentation system Ability to work as part of a team Able to work the hours and duties required by the post Able to adopt flexible approach when required Excellent interpersonal skills Ability to build and maintain good working relationships within a team Comply with Trust policies and procedures Understanding of confidential nature of role and awareness of Date Protection Act Ability to withstand pressures of work Desirable Knowledge of Hospital IT systems Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Mersey and West Lancashire Teaching Hospitals NHS Trust Address Southport Hospital Town Lane Southport PR8 6PN Employer's website https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)