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Medical Secretary Respiratory

Band 4

Main area
Band 4
Fixed term: 6 months
Full time - 37.5 hours per week
Job ref
Royal Blackburn Hospital
per annum ( pro rata )
21/02/2023 23:59

At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care.  We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work.

Job overview

The overall purpose of the post holder is to provide effective delivery of patient focused health care within key performance targets and provide excellent communication and organisational skills for a designated number of Consultant Respiratory Physicians and their associated medical personnel/teams. 

The role comprises a wide range of specific duties and requires competence in word processing, keyboard skills and audio-typing with the ability to prioritise own workload without direct supervision. 


Main duties of the job

Are you interested in an important and challenging role within the Respiratory Secretarial Department at Royal Blackburn Hospital. 

We are currently looking for a suitably qualified and experienced Secretary/PA to join our friendly medical secretarial team, to provide a secretarial/PA role for the Consultants.

You will need to work accurately and methodically, meet deadlines, show attention to detail, work as part of a team but use your own initiative.  Can you work with all types of people and be helpful and reassuring when dealing with patients?

You will need to be flexible and pro-active, able to respond and adapt to the varying demands and changing circumstances in our very busy Respiratory Department. 

Resilience is an important quality to success in this role as is the ability to plan and organise your own workload. 

The role involves a wide range of specific duties and requires competence in word processing, keyboard skills and audio typing.  You will need to  maintain accurate 18 week referral to treatment pathways for our patients.  Knowledge of medical terminology and previous medical secretarial experience is an advantageous.

Working for our organisation

When you walk through the door, one of the first things you’ll notice is that the organisation is full of talented people. Not just in the fields of medicine, nursing or diagnostics but in every part of the organisation.  Professional and committed people who are all working together in an open and supportive culture.

We don’t just look at you for who you are now; we look at you for who you could be in the future. We take training seriously, and encourage you to do the same. We want staff to develop their capabilities to the full with a range of learning and development opportunities.

To enable the Trust and its employees to exceed expectations and to achieve corporate and service aims and objectives, we need to recruit, develop and retain skilled and motivated people through effective people management and development, leading to a high performance culture.

Detailed job description and main responsibilities

  • Transcription and production from digital dictation of typewritten reports/correspondence, using word processing packages, for the medical teams, which may include outpatient reports, detailed discharge summaries, operation notes and other relevant clinical and non-clinical correspondence. This may include correspondence that is time-sensitive (such as complaints) ensuring information is dictated and typed within any designated time limits. Type medico-legal summaries, maintain medico-legal files and liaise with legal department in respect of medico-legal cases. 
  • Manage patient investigation results effectively including maintaining systems for monitoring and retrieving outstanding investigations and responsibility for chasing up missing/delayed results. Retrieve patient results from ICE/CRIS systems, ensuring that results are available as soon as possible Check all incoming laboratory/radiology results, ensuring that abnormal results are communicated promptly to appropriate Clinician. Will be required to instigate appropriate referrals to other disciplines in respect of specific abnormalities in line with Departmental protocols. Ensure all reports are seen and signed by Clinician prior to filing in case-notes.  Ensure that OP registrations are closed where appropriate following discharge or paperwork or coded appropriate (XON) if not discharged. 
  • Process health records of patients discharged from hospital; where standard letters have been generated at ward level, ascertain from case-notes whether any supplementary letter/action is required and deal with appropriately. Ensure that follow up appointments or referrals to other specialties are arranged where necessary.  Ensure that relevant investigation results received after patient’s discharge are communicated to GP where appropriate, particularly where treatment may be required. 
  • Input and extract data from patient administration system (PAS) and other relevant software programmes, which may be Trust-wide or specialty-specific. 
  • Provide appropriate cover by operating a “buddy” system for colleagues during periods of absence to ensure effective cross-cover is maintained within the directorate. 
  • To be the primary contact for patients under designated consultants. To communicate effectively and professionally, giving reassurance, information or advice appropriately

Person specification


Essential criteria
  • GCSE English at grade C or above (or equivalent)
  • RSA/OCR Stage II Typewriting or equivalent level of skill
  • RSA/OCR Word Processing Stage II or equivalent
  • RSA/OCR Audio typewriting Stage II or equivalent
Desirable criteria
  • • AMSPAR qualification
  • • Medical Shorthand 80wpm
  • • Medical terminology certificate or knowledge of medical terminology
  • • ECDL

Job Experience

Essential criteria
  • • Relevant secretarial experience in an acute hospital environment
  • • In depth knowledge of 18 RTT and tracking/monitoring
  • • Experience in establishing/maintaining robust office systems
  • • Experience of information technology systems (e.g. Word, Excel, Email, Access, PowerPoint, Outlook, ICE, Theatreman, PAS etc
Desirable criteria
  • • Analytical skills and ability to problem solve
  • • Thorough understanding of NHS performance targets
  • Knowledge of medical terminology

Personal Qualities

Essential criteria
  • Ability to understand, absorb and comply with detailed procedures
  • Experience of developing and maintaining good working relationships at all levels
  • Understanding and commitment to the need for confidentiality
  • Excellent communication and interpersonal skills
  • Excellent organisational, time management skills with the ability to prioritise work and take initiative on matters of importance
Desirable criteria
  • • Ability to maintain composure in challenging situations
  • able to provide reasonable flexibility

Employer certification / accreditation badges

Happy to Talk Flexible WorkingPositive about disabled peopleInvestors in PeopleCare quality commission - GoodDisability confident committedStep into health

Documents to download

Apply online now

Further details / informal visits contact

Joanne King
Job title
Medical Secretarial Supervisor - MEC
Email address
Telephone number
01254 734371

If you have problems applying, contact

Employment Services
East Lancashire Hospitals NHS Trust