Surgical Secretary, Band 3 – Colorectal Surgery
Closing date: 04 May 2026
Permanent post – 37.5 hours per week, Monday to Friday.
As a members of the Colorectal Surgery team at Gloucestershire Hospitals NHS Foundation Trust, you will provide comprehensive secretarial support to a busy consultant surgeon and patients within a fast‑paced environment.
Main Duties
Provide comprehensive secretarial service including diary management, correspondence, referrals, phone and e‑mail handling, and general office administration. Serve as first point of contact for patients, multi‑professional colleagues and external sources, exercising initiative and judgment. Manage and oversee the elective surgery waiting list and coordinate surgical admissions. Type from audio dictation and use medical terminology. Safeguard confidential and sensitive information.
About Us
We are a leading NHS Trust with over 9,000 employees, offering a supportive and diverse working environment. Benefits include competitive pay, generous annual leave, an excellent NHS pension scheme, flexible working, on‑site nurseries, discounts, and a range of health and wellbeing initiatives.
Job Responsibilities
Knowledge, Skills & Experience
* GCSE Grade C or above (or equivalent) in English & Maths.
* Proficient use of Microsoft Office and hospital computer systems.
* Professional telephone manner and excellent written and verbal communication.
* Organisational and prioritisation skills to meet deadlines and Trust targets.
* Interpersonal skills for internal and external stakeholders.
* Flexible team working, quick and accurate work, and sound judgement.
General Duties
* Comprehensive secretarial support to consultant surgeons and first point of call for patients, GPs and colleagues.
* Typing correspondence following clinical attendance or patient contact.
* Tracking results and appointments, highlighting unresolved matters and arranging investigations or transcriptions.
* Managing elective waiting lists and theatre utilisation.
* Checking clinic outcomes for accuracy.
* Co‑ordinating with the Central Booking Office to maximise clinic capacity.
Specialty Specific Support
* Informing the supervisor about progress and flagging urgent issues.
* Diary management and appointment booking.
* Supporting consultant staff with governance, teaching and training arrangements.
* Liaising with external organisations such as Social Services and other hospitals.
Service Improvement
* Using speciality databases for patient information, audit and survey purposes.
* Supporting improvements to working practices and processes.
* Assisting in resolving complaints or concerns from patients/carers.
Team Working
* Cooperative work with colleagues to ensure efficient and safe administrative standards.
* Covering absences and performing job rotation for training and development.
* Routine office duties: electronic note tracking, photocopying, faxing and filing.
* Assisting in training and induction for new and existing staff.
* Initiating flexible action as required and liaising with team members for smooth changes.
Communications & Working Relationships
* Interaction with junior and senior medical staff, nursing staff, patients, carers, and relatives.
* Collaboration with other secretaries, ward clerks, Health Records, Pathology, Radiology, GPs, and NHS organisations.
* Coordination with external bodies such as solicitor practices, DVLA, social services, police, and the coroner’s office.
Personal Development
* Participation in the Trust’s appraisal system and personal development planning.
* Undertaking training aligned with the role and manager’s agreement.
* Achieving agreed standards of professional development.
* Contributing positively to team effectiveness and a safe working environment.
Physical Effort & Working
* Daily manual handling of medical notes, carrying up to 15 kg (MT training provided).
* Occasional exposure to uncomfortable office temperatures and ward odours.
* Daily use of a Visual Display Unit with workstation assessments.
* Dealing with sensitive and confidential information.
* Managing unpredictable work patterns and prioritising under audio‑typing.
Person Specification
Qualifications
* GCSE English and Maths at Grade C or above, or equivalent.
* Typewriting / word processing RSA Level 3 or equivalent practical experience.
Experience
* Experience dealing with members of the public.
* Experience using initiative, prioritising workload and organisational skills.
* Previous experience in a busy office setting.
* Experience as a medical secretary or in NHS service.
* Experience with data entry, database maintenance and data validation of electronic records.
Knowledge/ Skills
* Excellent verbal skills and command of English, punctuation and grammar.
* Proven organisational skills.
* Fast and accurate keyboard skills.
* Computer skills with Microsoft Office (Word, Excel, Outlook/Diary).
* Excellent and accurate attention to detail.
Disclosure and Barring Service Check
Applicants must undergo a Disclosure and Barring Service check under the Rehabilitation of Offenders Act (Exceptions Order) 1975.
Employer name
Gloucestershire Hospitals NHS Foundation Trust
Salary
£25,760 – £27,476 per year (paid per annum, pro‑rata if part‑time).
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