Job Overview
Theatre Medical Secretary – NHS AfC Band 3. The role provides administrative and secretarial support to the Theatre Management Team, handling daily workloads, ad‑hoc duty, and ensuring effective cross‑cover with colleagues.
Main Duties of the Job
* Live typing of operation notes.
* Plan and organise meetings, take minutes and circulate agendas.
* Print theatre lists and prepare for weekly list‑planning meetings.
* Support the production and circulation of rotas, liaising with all staff levels internally and externally.
* Answer the telephone promptly and politely; telephoning other staffing departments or patients when appropriate.
* Organise and order stationery items as appropriate.
Detailed Responsibilities
* Live typing of operation notes.
* Plan, organise meetings and training events, including booking venues and hospitality, designing flyers, and sending information to attendees.
* Understand and use Microsoft Teams for recording and presenting documentation.
* Take minutes of meetings (Microsoft Teams and face‑to‑face) and circulate them to relevant groups.
* Co‑ordinate and monitor compliance with mandatory training and appraisal activity for all Theatre Teams and report compliance.
* Co‑ordinate and monitor compliance with golden patient procedures and complete the spreadsheet daily in the absence of the Forward Wait Co‑ordinator.
* Type up action plans for relevant areas including HR, Infection Prevention, Pharmacy, Controlled Drugs and Care Indicator Audits.
* Provide full administrative and secretarial support to all Operational Theatre Managers/Co‑ordinators/Band 6s across Whiston and St Helens sites.
* Type operation notes from verbal dictation, ensure they are saved on the system and copies printed for patient health records.
* Record sickness/absence and annual leave for all Theatre teams on the eRoster system.
* Ensure efficient processes to maintain quality levels and rectify any issues on all correspondence.
* Mentor, train and supervise relevant staff as required by the Administration Services Coordinator.
* Update the Theatre Management System to reflect accurate changes or additions to Theatre sessions; make real‑time amendments when requested.
* Print theatre lists and call cards for each Theatre the night before or the morning of the list if it has changed.
* Provide and collate the Theatre lists and schedules for the weekly list‑planning meeting.
* Utilise roll‑lock management on the Theatre Management System to unlock staff on the system; request smartcards and unlock smartcards in real time.
* Liaise with IT, Theatre staff and the manager regarding any system failures and ensure problems are logged; test the system before informing staff to re‑use.
* Ensure contingency plans are adhered to and that data capture forms are available on request, inputting data retrospectively on Opera as required.
* Organise training updates for staff and new starters; teach and update staff on system patches or upgrades.
* Highlight inaccuracies in the system to Theatre team leaders, requesting real‑time rectification to maintain high data quality.
* Type dictation from audio transcription of clinical correspondence and documentation; ensure appropriate follow‑up arrangements.
* Complete any tertiary referrals to external Trusts and ensure they are completed on the PAS system; keep track of referrals and arrange follow‑up appointments.
* Use the Patient Administration System (PAS) accurately for patient information, including registration and checking patient details.
* Cover the reception desk in the absence of the Clerical Administrator.
* Cover any duties requested by the manager in the absence of the Theatre Admin Co‑ordinator.
* Deal appropriately with concerns from staff in line with Trust policy.
* Ensure all mandatory training is up to date and report accordingly.
* Work as part of a team, promote effective flows, and cover leave to ensure office runs smoothly.
* Perform general office duties: copy‑typing reports, dealing with mail, e‑mail, fax, photocopying, filing; participate in office housekeeping.
* Attend appropriate training, meetings and education sessions at the manager’s request.
* Work with managers to review working practices and find solutions to problems.
* Work flexibly in accordance with Trust policies and procedures.
* Follow Departmental Standard Operating Procedures and Administration Working Guidelines.
* Perform any other duties required by the Line Manager or Operational Theatre Manager.
Person Specification
Qualifications
* GSCE Standard or Higher.
* RSA/OCR or equivalent typing experience.
Experience
* Word Processing Skills.
* Audio‑Typing Skills.
* Microsoft Office Products Experience.
* Ability to work as part of a team.
* Medical Terminology.
* Minute‑Taking.
* 2 years’ experience working in an NHS environment.
* Previous Medical Secretary Experience.
* Medical Audio‑Typing.
* Understanding of Trust internal policies as appropriate.
Skills
* Ability to manage/prioritise own workload.
* Excellent Word Processing and Keyboard skills.
* Ability to accurately maintain computerised and manual filing/documentation systems.
* Time Management Skills.
* Knowledge of Trust computer systems.
Other
* Ability to use own initiative and work independently.
* Capability to adapt to most situations.
* Reliable and conscientious.
* Ability to manage difficult/sensitive situations.
* Able to work the hours and undertake duties required.
* Ability to travel across hospital sites when required.
* Possess a friendly and approachable personality.
* Ability to show understanding and appreciation.
* Comply with Trust policies and procedures at all times.
* Ability and willingness to undergo further training for the post.
* Understanding of the confidential nature of role and awareness of the Data Protection Act.
* Excellent interpersonal skills.
Equality, Diversity, and Inclusion
We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and values the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under‑represented groups.
Contact
Name: Olivia Jaundrill
Job Title: Administration Service Co‑ordinator
Email: olivia.jaundrill4@merseywestlancs.nhs.uk
Telephone: 01744 646606
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