Theatre Medical Secretary in Knowsley

Provide administrative and secretarial support to the Theatre Management Team, efficiently managing daily workloads and ad hoc office duties while ensuring cross‑cover with colleagues.

Main Duties

• Live typing of operation notes.
• Plan and organise meetings, take minutes.
• Print theatre lists and prepare for weekly list planning meetings.
• Support the Theatre Management Team in producing and circulating rotas as requested, including liaising with all levels of staff, internally and externally.
• Answer the telephone promptly and politely, telephoning other staffing departments or patients where appropriate using tact, discretion and empathy.
• Organise and order stationery items as appropriate.

Detailed Job Description and Main Responsibilities

• Plan, organise meetings and training events, including booking venues and hospitality; design flyers, send information out in advance to attendees, and keep a record of attendance.
• Understand how to use Microsoft Teams to record and present documentation.
• Take minutes of meetings (Microsoft Teams and face‑to‑face) and circulate them to relevant groups; send out agendas and arrange meeting venues as requested by the Theatre Management Team.
• Support the Theatre Management Team to produce and circulate rotas as and when requested, including liaising with all levels of staff internally and externally.
• Co‑ordinate and monitor compliance with mandatory training and appraisal activity for all Theatre Teams and report compliance.
• Type up action plans needed for relevant areas including Human Resources, Infection Prevention, Pharmacy, Controlled Drugs, Care Indicator Audits.
• Provide a full administrative and secretarial support service to all Operational Theatre Managers, Coordinators and Band 6 staff across both Whiston and St Helens Hospital sites.
• Type up operation notes from verbal dictation, ensuring they are saved on the system and copies printed for patient health records.
• Record sickness, absence and annual leave for all theatre teams/staff on eRoster system in the absence of the Theatre Management Team as and when requested.
• Ensure efficient processes are in place to maintain quality levels and rectify accordingly on all correspondence produced.
• Mentor, train and supervise relevant staff as required by the Administration Services Coordinator.
• Update the Theatre Management System to accurately reflect all changes or additions to theatre sessions; make any real‑time amendments when requested; print theatre lists and call cards for each theatre the night before or the morning of the list if it has changed.
• Provide and collate theatre lists and schedules for the weekly list planning meeting.
• Liaise with IT, theatre staff and theatre manager regarding any system failures and ensure all problems are logged; upon notification from IT test the system before informing staff to re‑use.
• Ensure that contingency plans are adhered to and data capture forms are available on request, and input data retrospectively on Opera when required.
• Liaise with the theatre education and training coordinator and IT to organise update training for staff and new starters; teach/update staff when patches or upgrades to the system are introduced for both the Theatre Management System and any other required system within the theatre setting.
• Regularly highlight inaccuracies on the system to theatre team leaders, requesting errors and omissions be rectified in real time to ensure data quality is of a high standard.
• Type dictation from audio transcription of clinical correspondence and documentation, ensuring appropriate follow‑up arrangements and investigations are in place; liaise with the Personal Medical Secretary of the specialty accordingly.
• Complete any tertiary referrals to external Trusts and ensure these are completed on the PAS system; keep track of referrals to ensure the patient is reviewed promptly; arrange follow‑up appointments in conjunction with the Referral To Treat (RTT) patient pathway.
• Accurately use patient information using the Patient Administration System (PAS), including registering screen to check patient details are correct.
• Cover the reception desk in the absence of the Clerical Administrator.
• Deal appropriately with concerns from staff in line with Trust policy.
• Ensure all mandatory training is up to date and report accordingly.
• Work as part of a team, promote effective flows in the department to cover leave and ensure the office runs smoothly.
• General office duties including copy typing of any reports needed, dealing with incoming and outgoing mail, e‑mail, fax, photocopying, filing; participate in housekeeping of the office environment.
• Attend appropriate training, meetings and education sessions at the request of the manager.
• Work with managers to review working practices, ways of working and find solutions to problems.
• Follow departmental Standard Operating Procedures and Administration Working Guidelines.
• Perform any other duties required by the Line Manager or Operational Theatre Manager (or nominated deputy).

Person Specification

• GSCE Standard or Higher RSA/OCR or equivalent typing experience.
• 2 years’ experience working in an NHS environment.
• Previous Medical Secretary Experience.
• Medical Audio Typing.
• Understanding of Trust Internal Policies as appropriate.

Skills

• Ability to manage/prioritise own workload.
• Excellent Word Processing and Keyboard skills.
• Ability to accurately maintain computerised and manual filing/documentation systems.
• Time Management Skills.
• Knowledge of Trust computer systems.

Other

• Ability to use own initiative and work independently.
• Capability to adapt to most situations.
• Reliable and conscientious.
• Ability to manage difficult/sensitive situations.
• Able to work the hours and undertake duties required.
• Ability to travel across hospital sites when required.
• Possess a friendly and approachable personality.
• Ability to show understanding and appreciation.
• Comply with Trust policies and procedures at all times.
• Ability and willingness to undergo further training for the post.
• Understanding of confidential nature of role and awareness of Data Protection Act.
• Excellent interpersonal skills.

Equality, Diversity and Inclusion

We actively cultivate a professional environment of fairness, equality, dignity and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under‑represented groups.

Disability Confident Leader

As a Disability Confident Leader, we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

Veterans

We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

Safeguarding

You will be expected to undertake the Trusts’ commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.