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Job summary

Main area
Gastroenterology
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week (N/A)
Job ref
249-7872554
Employer
Great Western Hospitals NHS Foundation Trust
Employer type
NHS
Site
Great Western Hospital
Town
Swindon
Salary
£25,760 - £27,476 per annum
Salary period
Yearly
Closing
15/04/2026 23:59

Employer heading

Great Western Hospitals NHS Foundation Trust logo

Medical Secretary

NHS AfC: Band 3

Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital. 

Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.

We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.

Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used, then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.

If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.

Job overview

The post will be an integral part of the Gastroenterology secretarial group providing an efficient typing service to the division in support of the work for Consultants and other Clinical Staff and the Clinical Lead to maximise patient care.

Main duties of the job

1. Type clinic and admin letters to general practitioners, consultants, other hospitals, patients etc. as dictated following outpatient visits to clinic, inpatient stay or in response to queries from other departments, to a high standard and accurately presented.

2. Tracking patients with cancer from clinic, through tests, adding patients to cancer MDT list, and typing referral letters to Oxford.

3. Referring patients to other hospitals and liaising with the Consultants secretaries regarding results, appointments etc.

4. Arrange for scans/histology from other hospitals to be sent to GWH for discussion and review.

5. Open, sort and prioritise post, pass on to appropriate personnel. Ensure outgoing mail is despatched regularly.

 

Working for our organisation

We are proud to be part of BSW Hospitals Group – a formal partnership between Great Western Hospitals NHS Foundation Trust, Royal United Hospitals Bath NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people.

We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.

Detailed job description and main responsibilities

6. Register internal referrals and then add to Careflow and pass to Consultant for assessment and then onto Booking Centre/Clinic Reception/ Appointments Clerk as appropriate for appointments to be made. Record referrals outcomes on Careflow, ie endoscopy or OPA.

7. Scan information from other hospitals to Careflow so that it is accessible for consultants.

8. Check patient status, results, x-ray/DEXA scan bookings and appointments using Careflow electronic patient record system. Ensure patient personal details (name, address, telephone number, GP) are correct and amend if necessary. Check that x-rays, follow-up appointments, etc have been booked when mentioned in correspondence/ ward discharges. Arrange above when this has been omitted.

9. Deal with telephone/written queries from patients on times of clinic appointments/ delays/cancellations/follow-ups. Inform relevant departments in good time of likely clinic cancellations or changes due to appointments/illness/leave, etc.

10. Chase up results which may have not been available when the patient was seen but are published at the time letters are typed; bring to the notice of the consultant.

 

Person specification

Qualifications

Essential criteria
  • NVQ Level 3 (or equivalent)
  • Educated GCSE (or equivalent) English and Maths
  • RSA II or equivalent in secretarial skills and typing.
  • Demonstrable working knowledge of Microsoft packages- Word, Excel etc
Desirable criteria
  • Certificate in Medical Terminology.
  • European Computer Driving Licence
  • Secretary qualification
  • Willingness to actively seek personal development and training.

Employer certification / accreditation badges

NHS Pastoral Care Quality AwardVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleAge positiveDisability confident leaderInvestors in People: GoldCare Leaver CovenantStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.Step into healthArmed Forces Covenant

Documents to download

Apply online now

Further details / informal visits contact

Name
Carol O'Connell
Job title
Admin Team Leader in Gastroenterology
Email address
[email protected]
Telephone number
01793 604133
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