Job vacancy: Theatre Medical Secretary, Mersey and West Lancashire Teaching Hospitals NHS Trust, Prescot

Job summary

Main area: Administration
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 409-7520822

Employer: Mersey and West Lancashire Teaching Hospitals NHS Trust
Employer type: NHS
Site: Whiston Hospital
Town: Prescot
Salary: £25,760 - £27,476 per annum pro rata
Salary period: Yearly
Closing: 24/04/2026 23:59

Theatre Medical Secretary

NHS AfC: Band 3

After applying via NHS Jobs, your submitted application will be imported into our preferred Third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. By applying for this post you are agreeing to "name of trust" transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.

Detailed job description and main responsibilities

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Plan, organise meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance.
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Understanding of Microsoft Teams, how to record and present documentation.
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Taking minutes of meetings (Microsoft Teams and face to face) and circulating to relevant groups. Sending out agenda’s and arranging meeting venues as requested by Theatre Management Team.
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To support the Theatre Management Team to produce and circulate rota’s as and when requested. Including liaising with all levels of staff, internally and externally.
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Co-ordinate and monitor compliance with mandatory training and appraisal activity for all the Theatre Teams and reporting compliance.
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Co-ordinate and monitor compliance with golden patient and complete spreadsheet daily, in the absence of the Forward Wait Co-ordinator.
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Type up action plans needed for relevant areas including Human Resources, Infection Prevention, Pharmacy, Controlled Drugs, Care Indicator Audits
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Provide a full administrative and secretarial support service to all Operational Theatre Managers/Co-ordinator’s/Band 6’s within the Department, across both Whiston and St Helens Hospital sites.
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Type up operation notes from verbal dictation, ensuring saved on the system and copy printed
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for patient health records.
• To answer the telephone promptly and politely, telephoning other staffing departments or
patients where appropriate using tact, discretion and empathy in all situations.
• Record sickness/absence and annual leave for all theatre teams/staff on eRoster system. In the
absence of Theatre Management Team as and when requested
• Organise and order stationary items as appropriate.
• Ensure efficient processes are in place to ensure quality levels maintained and rectify
accordingly on all correspondence produced.
• Mentor, train and supervise relevant staff as required by the Administration Services Coordinator.
• Update Theatre Management System to accurately reflect all changes or additions to theatre
sessions, make any real time amendments when requested. Printing off theatre lists and call
cards for each theatre the night before or the morning of the list, if the list has changed.
• Provide and collate the theatre lists and theatres schedules for the weekly list planning meeting.
• Full utilisation of the roll locks management on Theatre Management System to unlock any staff
on the system. Requesting smartcards for all theatre and unlocking of smartcards in real time.
• Liaise with I.T., theatre staff and theatre manager regarding any system failures and making
sure all problems are logged. On notification from I.T. test the system prior to informing staff to
re-use.
• Ensuring that contingency plans are adhered to and data capture forms are available on
request and also input data retrospectively on Opera when required.
• Liaise with the theatre education and training co-ordinator and I.T. to organise update training
for staff and new starters. Teach/update staff when ‘patches’ or upgrades to the system are
introduced. This is both for Theatre Management System or any other system that is required
within the theatre setting.
• Regularly highlight inaccuracies on system to theatre team leaders, requesting errors and
omissions to be rectified in real time to ensure data quality is to high standard.
• Type dictation from audio transcription of clinical correspondence and documentation. Ensuring
appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical
Secretary of specialty accordingly.
• Complete any Tertiary Referrals to external Trusts and ensure these are completed on PAS
system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up
appointments are arranged in conjunction with Referral To Treat (RTT) patient pathway.
• Accurate use of patient information using the Patient Administration System (PAS), including
registration screen to check patient details are correct.
• Cover reception desk in absence of Clerical Administrator
• Cover any duties requested by your manager in absence of Theatre Admin Co-ordinator
• Deal appropriately with concerns from staff in line with Trust policy
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• Ensure all mandatory training is up to date and report accordingly.
• Be able to work as part of a team, promote effective flows in the department to cover leave to
ensure 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 manager
• Work with managers to review working practices, ways of working and find solutions to
problems.
• To work in a flexible manner in accordance with the Trust Policies and Procedures.
• Follow Departmental Standard Operating Procedures and Administration Working Guidelines.
• Any other duties required by Line Manager or Operational Theatre Manager (or nominated
deputies).

Person specification

Qualifications

Essential criteria

GSCE Standard or Higher
RSA/OCR or equivalent typing experience

Experience

Essential criteria

Good English Language Skills
Word Processing Skills
Audio-Typing Skills
Microsoft Office Products Experience
Ability to work as part of a team

Desirable criteria

Medical Terminology
Minute Taking
2 years’ experience working in an NHS environment
Previous Medical Secretary Experience
Medical Audio Typing
Understanding of Trust Internal Policies as appropriate

Skills

Essential criteria

Excellent IT Skills
Excellent communication skills
Ability to manage/prioritise own workload
Excellent Word Processing and Keyboard skills
Ability to accurately maintain computerised and manual filing/documentation systems

Desirable criteria

Time Management Skills
Knowledge of Trust computer systems

Other

Essential criteria

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.

Desirable criteria

Excellent interpersonal skills

Thank you for considering an application to work for Mersey West Lancashire NHS Trust. MWL is an exciting and forward-thinking NHS Trust who are one of the best places to work for in England.

Given sometimes we receive a high volume of applications to work for us, please be aware, that we may close a vacancy earlier than stated should a sufficient number of applications be received from which a shortlist can be confirmed. Therefore, you are advised to apply at your earliest convenience.

The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.

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.

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.

If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [email protected]

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.

The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision-making process.

The equality monitoring information you provide is used in the following situations: to review our recruitment practices; where a job is limited to a specific person to verify their eligibility to apply; and to offer disability reasonable adjustments to the recruitment process.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab)

Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click here to check your eligibility before applying for this post as we may be unable to provide sponsorship.

eVisa Update

For successful candidates on selected work and study visa routes, who have completed and paid for their applications will no longer receive a visa vignette in passport as evidence of their permission to enter the UK.

Instead, you will be issued with an eVisa only, which is accessed by creating a UKVI account.

Before travelling to the UK, we advise applicants to:

Create a UKVI account
Link their current passport
Access their eVisa straightaway to check all details. Incorrect information should be reported as soon as possible using the following link: https://www.gov.uk/report-error-evisa
Understand how to generate an eVisa share code

Disclosure and Barring Service Check

If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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.

Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment.

If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.

Flexible Working

We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook mean that:

All employees have the right to request flexible working from day one of employment.
There is no limit on the number of requests they can make.
Employees have the right to make requests, have them considered, regardless of the reason.

At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.

Working for Team MWL

Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.

The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website.

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

You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.

The Trust will not accept applications which are found to be AI generated and will check all applications against AI detection software.

Additional Information

Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here.

An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.

Good luck with your application. We hope to welcome you to Team MWL very soon.