Job summary
- Main area
- Trauma and Orthopaedics
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 18.75 hours per week
- Job ref
- 249-7574305
- Employer
- Great Western Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- The Great Western Hospital
- Town
- Swindon
- Salary
- £24,937 - £26,598 per annum
- Salary period
- Yearly
- Closing
- 28/11/2025 23:59
Employer heading
Medical Secretary- Trauma and Orthopaedics
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.
The Trust is a Disability Confident Employer; all applicants who have a disability can opt to be considered under the guaranteed interview scheme, which means that, providing they meet the minimum essential criteria for the post, they will be offered an interview. We are also proudly accredited as a Veteran Aware organisation and have signed The Armed Forces Covenant.
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
We are seeking a highly motivated and organised Medical Secretary to join our Trauma & Orthopaedics team at Great Western Hospital. This is a permanent, part-time position offering 18.75 hours per week, providing vital administrative support to consultants and clinical staff within the department.
Main duties of the job
As a Medical Secretary, you will play a key role in ensuring the smooth running of patient care pathways by delivering efficient secretarial and clerical support
Working for our organisation
Our STAR values – Service, Teamwork, Ambition and Respect – are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.
Detailed job description and main responsibilities
1. Act as one of the points of contact for consultants and other clinical staff, fielding enquiries in a professional and efficient manner.
2. Respond and/or action enquiries (face to face/telephone/email/written) from staff, patients and third parties in a professional and pro-active manner.
3. Ensure referral letters are collected and assessed daily and that the patient referral letters are moved quickly through the registration system to the booking team.
4. Monitor the e-Referral Service which involves printing the electronic GP referrals in order that they enter the clinical system and logging their acceptance accordingly.
5. Type (audio/copy) clinics letters, medico-legal letters, operation notes, general reports and memos. Ensure work is of the highest quality in terms of presentation and layout and dispatch is within agreed timescales.
6. Request appointments/clinics cancellations, expeditions as required.
7. Maintain and update calendars/diaries, manage shared mailboxes and calendars and apply/record consultant/clinician leave and prepare and submit leave forms as required.
8. Scanning documents onto patient records that have come from external sources.
9. Distributing post that is received into the department to the clinical staff.
10. Ensure all investigatory results are seen promptly by the consultant, or agreed member of team during periods of leave, and processed accordingly.
11. Facilitate medical staff leave through diary management and communicating with the relevant personnel responsible for processing leave requests.
12. To take and produce minutes for occasional meetings when required.
Person specification
Qualifications
Essential criteria
- RSA Typing or equivalent keyboard skills
- RSA Audio Typing or equivalent
- GCSE level C or above in English and Maths
- Good general education
Desirable criteria
- Medical Terminology
Experience
Essential criteria
- Experience of working as a secretary and/or in a clerical environment
- Demonstrable experience of working with Microsoft Office and databases
- Referral triaging and booking processes
Desirable criteria
- Hospital patient system such as Medway
- Knowledge of Cancer pathways
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- James Ongley
- Job title
- Operational Support Manager
- Email address
- [email protected]
- Telephone number
- 01793 605174
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