Gastroenterology - Medical Secretary

Blackpool Teaching Hospitals NHS Foundation Trust is situated on the west coast of Lancashire, with services covering the local authority areas of Blackpool, Fylde and Wyre. The Trust is part of the Lancashire and South Cumbria Integrated Care System (ICS) supporting a population of around 1.6 million people.

We have three main hospitals providing acute services to around 330,000 local residents. The organisation also provides specialist tertiary care for cardiac and haematology services, delivers community health services to over 445,000 residents including those in North Lancashire and hosts the National Artificial Eye Service across England. Plus, we provide urgent and emergency care services to an estimated 18 million people who visit the seaside resort each year. We employ over 7000 people from 68 different countries.

We welcome and encourage applications from anyone with protected characteristics, as well as supporting reservists and Veterans who are looking for a rewarding and challenging career within the NHS. Blackpool Teaching Hospitals encourages flexible working in all our roles to support staff in maintaining a healthy home-life balance. Working patterns such as part-time working, self-rostering, compressed hours, annualised hours, term time, reverse term time and flexitime working can be explored.

We have an exciting opportunity that has come up in the Gastroenterology Administrative Department. We are looking for a dedicated and enthusiastic individual to join us as a Gastro Secretary. This role may close early due to popularity.

The role of the Medical Secretary is to provide a comprehensive secretarial, administration and information service to the Consultants in respect of their NHS work and to the supporting medical team. The role comprises a wide range of specific duties and requires competence in word processing, keyboard skills, audio-typing, data processing, information technology, communication and organisational skills. An essential part of the role is the ability to manage and prioritise own workload without direct supervision.

A Secretary in the NHS plays a vital role in ensuring the smooth and efficient operation of the department. They are responsible for a wide range of administrative and clerical tasks that support the team and contribute to the overall patient care experience. Key responsibilities include:

• Managing consultant clinics and coordinating clinic schedules.
• Ensuring that all necessary documentation is accurately maintained and readily available.
• Handling patient enquiries and providing information and support to patients and their families.
• Liaising with other healthcare professionals to facilitate effective communication and collaboration.
• Maintaining patient records and ensuring that all data is up-to-date and securely stored.
• Preparing and distributing correspondence, reports, and other important documents related to patient care and surgical procedures.

Effective organisational and communication skills are essential for this role, as well as a keen attention to detail and the ability to work under pressure. The Secretary must be able to prioritise tasks and manage their time effectively to ensure that all responsibilities are completed in a timely and efficient manner.

If you're considering a career at Blackpool Teaching Hospitals, you're in for a rewarding experience like no other. Our hospital is not only a place where you can grow professionally, but it's also a community where you can make a real difference in people's lives every day. We are committed to providing the highest standard of care to our patients, and we take great pride in our compassionate and dedicated staff. You'll be joining a team that values innovation, continuous learning, and collaboration. Moreover, Blackpool is a vibrant area with a strong sense of community, offering a great quality of life outside of work.

Detailed job description and main responsibilities:

• Audio type written reports and correspondence, using word processing packages, for the Consultants and their teams.
• Compose, as required, non-routine letters requiring tact, sympathy and understanding, on behalf of the Consultant or medical staff.
• Ensure operation note templates are set up on the word processing system for the Consultant in preparation for his/her completion at the time of the patients’ surgical procedures.
• Ensure that clinic and discharge correspondence to GP’s and/or other Consultants are dispatched promptly and efficiently.
• Check all outgoing correspondence ensuring any instructions in the correspondence are carried out.
• Take the necessary action as instructed by the Consultant with regards to patients who fail to attend clinic appointments, investigations or inpatient procedures.
• Open and prioritise incoming correspondence on behalf of the Consultant, ensuring that urgent correspondence receives prompt attention.
• Manage patients’ investigation results and ensure all reports are seen and signed by the clinician prior to filing in case notes.
• Receive, manage and prioritise telephone and personal enquiries, complaints, messages and information from patients, relatives, GP’s, Consultants and other medical staff.

Person specification:

• 5 GCSE’s grade C or above.
• Typing qualification RSA 3 or higher or equivalent experience.
• ECDL, NVQ level 3 business administration or AMSPAR Diploma.
• Previous experience working as a secretary for at least 2 years.
• Knowledge of Microsoft Office Programmes and Hospital Information System (HISS) / ORMIS / MAXIMS.
• Understanding of specialist medical terminology and procedures.

Excellent organisational and time management skills, with the ability to prioritise workloads and work efficiently. Strong communication and interpersonal skills, with the ability to communicate effectively in English and engage confidently with people at all levels. Ability to work independently and as part of a team, demonstrating leadership skills, initiative, and a collaborative approach. Adaptable and flexible approach to work, with the ability to respond positively to change and learn new tasks, procedures, and terminology. Strong problem-solving skills and professional judgement, demonstrating confidence, diplomacy, and the ability to make effective decisions.

Any invitation to interview will be sent to the email account stated on your application form. If the role you have applied for requires a Disclosure and Barring Services (DBS) check we will administer this as part of your pre-employment checks.

Please note that in line with national NHS guidelines this Trust operates a strict non-smoking policy. Members of staff are not permitted to smoke on Trust premises or grounds at any time nor take breaks during working hours for the purposes of smoking.