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Medical Secretary / Team Leader - Obstetrics and Gynaecology
Band 4
Main area Medical Secretary Grade Band 4 Contract Permanent Hours Full time - 37.5 hours per week Job ref 438-PB4107-A
Site Royal Preston Hospital Town Preston Salary £28,392 - £31,157 per annum pro rata Salary period Yearly Closing 27/05/2026 23:59
Job overview
Are you a dynamic, enthusiastic and forward thinking individual? Are you looking for a new challenge? If YES...we want to hear from you!
We have an opportunity for a Medical Secretary Team Leader to join the Obstetrics and Gynaecology Department within the Women's and Children's Division. This is a full time post 37.5 hours per week, Monday – Friday, and will be based working at Royal Preston Hospital.
Exceptional verbal and written communication skills are a must, as you'll seamlessly interact with individuals at every echelon within the organisation.
This is an opportunity to join the Obstetric and Gynaecology Department which is a very busy and fast paced department providing patient care across Central Lancashire and surrounding areas. We are looking for an enthusiastic, hardworking and adaptable individual.
Main duties of the job
You will provide a medical secretarial service to several Gynaecology Consultants as well as working closely alongside other staff within the Obstetrics and Gynaecology Team. The work will cover a wide range of duties and the applicant must therefore be able to demonstrate a flexible approach to all working relationships.
Under the supervision of the Deputy Service Manager, the post holder will be responsible for the line management and day to day management of support medical secretaries and administration staff. Typing and downloading of clinical correspondence letters using T-pro, results validation and supporting MDT meetings are core aspects of this role.
You will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity.
The ability to use your initiative and work as a member of a busy team is essential.
Working for our organisation
We have fantastic people working hard to deliver quality services to our patients across Lancashire & South Cumbria.
Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.
You’ll have access to varied development opportunities, learn new skills, meet fab people & do things you’d never have done. You’ll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.
You’ll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care which means your role is pivotal and something really to be proud of.
Detailed job description and main responsibilities
Please read the attached Job Description for more information
General
* Develop and maintain effective working relationships with clinicians, managers and others within the Womens and Childrens Division and Trust wide service users
* Be the point of contact for all non-routine enquires facilitating communication and information flows, initiating and responding to correspondence and resolving enquires
* Provide administrative and secretarial support to consultants. The post holder will often be the first point of contact for patients and clinicians and will be expected to work independently using their own initiative with minimal direct supervision
* Responsible for day to day management and training of secretarial support and admin staff
* Undertake medical secretarial duties
* Collation of papers for consultants in support of the preparation for clinics where necessary
* Downloading of clinic letters from T-pro system
* Typing of results and other clinical correspondence
* Filing of reports and results
* Action results for cancer patients, ensuring medical and nurse specialists are aware of the results
* Support MDT meetings with minute taking and collation of patient notes
* Where necessary undertake the management of waiting lists for the Division
* Where necessary coordinate staffing rotas for the Medical Secretary and Support Secretarial/Admin Team
* Lead the Secretarial / Admin Team to sustain a high level of quality, service efficiency and effectiveness and ensure work is carried out following Department and Trust guidelines
* Lead the Secretarial Team / Admin Team to ensure annual appraisals and reviews, CPD, annual training and PDP are met
* Promote team identity and create positive working conditions to allow a high quality, efficient and effective Team
* Assist in recruitment and selection processes
* Facilitate with sickness absence reporting and Health roster monitoring
* Contribute to any service review process as requested
* Promote the implementation of best practice; ensure professional standards within the secretarial team are maintained in line with IG, national standards and legal requirements
* Performance Management
Person specification
Qualifications & Education
* GCSE Grade C or above English & Maths RSA 2 or equivalent
* Relevant In-house Training Courses: e.g. Attendance Management, Appraisal Training, DSE, Risk Assessment
* Core People Management Skills
* ILM 3
* ECDL
Knowledge and Experience
* Effective team working Knowledge of NHS Policies and national targets including 2 week rules, 18 week targets 2 week rules, 18 week targets
* Experience of working in a busy environment and ability to change priorities to meet deadlines, effective delegation skills
* Evidence of introducing service developments and innovation
* Efficient use of Microsoft Office; Word, Excel, Powerpoint, E-mail
* Able to manage own workload, plan the work of others, work autonomously and as part of a Team
* Advanced knowledge of medical terminology
* Working knowledge of Trusts current IT systems Audio typing experience
* Experience and competent minute taking
* Previous medical secretary experience
* Experience of staff management & supervision
Thanks for taking the time to view this advert; we’re looking forward to receiving your application. You should be aware that the vacancy may close earlier than the published date if sufficient applications are received so it would be best to apply as soon as you can. We’ll contact you by e-mail to update you on the progress of your application so please check the e-mail account that you applied from (including spam/junk) regularly.
We are committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership, neurodiversity or veteran status are encouraged to apply for this post. Our Statement on the Recruitment of Ex-Offenders is available Here
To support you in your application process we’ve created a What we can offer you guide that shows what you can expect when you join our hospitals. The guide includes links to our strategic aims and objectives as well as our values, development support and rewards and benefits. To help you get the best from your application we’ve also put together two guides to help you make your application the best it can be. Just click here and here to go through them, or have themopen as you complete your application.
We recognise that the recruitment process may present barriers for some and you may need personal adjustments to enable you to participate in our recruitment process. Please make contact with the recruitment team at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.
Use of Artificial Intelligence (AI) when writing job applications
If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for. There is also a risk that it can generate false or misleading information.
AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting information by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Lancashire Teaching Hospitals and could negatively impact your chances of success in the application process.
We have added a disclaimer to our application process advising that the use of AI is monitored and if applicants have used it then they are required to declare this.
Supporting Information
The supporting information section is an opportunity for you to showcase how your qualifications, knowledge, skill and experiences align with the requirements and criteria outlined in the job description and person.
Our recruiting managers score applications based on the criteria listed in the person specification. They will be looking for evidence of how you meet these criteria. To increase your chances of securing an interview, provide examples of how you have applied your skills and knowledge in real-life situations. These could be from various aspects of your life, including work, education, and personal experiences.
Consider structuring your supporting information section with clear headings or bullet points. This approach will help both you and the recruiting manager navigate through your application more effectively.
Working Smarter pledge
We are reminded everyday of how important life is, so as part of our Working Smarter pledge we offer a variety of flexible working options and wellbeing support to enable our people to find and maintain the right work-life balance.
Secondments
If you are applying for a secondment role please ensure you have agreement from your current line manager prior to attending an interview. Also please ensure you have read the LTHTR Secondment Policy. A copy of this can be found on the intranet or by contactingaskworkforce@lthtr.nhs.uk
Please note a young person must be in part-time education or training until they’re 18. therefore if you are under 18 we are unable to employ you on a full time basis, unless it is in an apprenticeship role.
Disclosure and Barring Service checks
If the role you’ve applied for requires a Disclosure and Barring Services (DBS) check we will administer this on your behalf and the cost will be recovered from your salary, either as a one-off payment, or over 3 months. The level of check required depends on the role that you have been offered. Currently the charges are - Basic DBS check £26.40 Standard DBS check £26.40 and Enhanced DBS check £54.40. You should be aware that if you are successful in obtaining a position that requires a DBS check but later withdraw your application, you may be required to reimburse the cost of the DBS check. DBS checks remain free of charge for volunteer positions. The DBS Code of Practice can be accessed here .
In line with guidance from United Kingdom Health Security Agency, all staff and volunteers are required to comply with Trust Infection Prevention and Control processes in relation to safe working. This includes mask wearing and adherence to social distancing at all Trust sites.
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