Medical Secretary – Cardiothoracic
Blackpool Teaching Hospitals NHS Foundation Trust
The closing date is 16 February 2026.
An opportunity has arisen to join a busy and forward‑thinking team within the Cardiothoracic Department. The role is full time at 37.5 hours, worked over 5 days. There is no sponsorship for this role. It is essential that you have secretarial experience and an NVQ in Business Administration (or equivalent). If you are an enthusiastic, experienced and motivated person we welcome your application to join a secretarial team embedded within a proud and hardworking unit.
You will be responsible for a Cardiothoracic Consultant and their team. Amongst your duties will be coordinating diaries, processing admin, completing validations, typing of clinics and management of a waiting list etc. and ensuring a proactive approach to patient care.
Main Duties
1. Coordinating diaries, processing admin, completing validations, typing of clinics and managing a waiting list etc. to ensure a proactive approach to patient care.
2. Provide a comprehensive secretarial service to the Cardiothoracic Consultant Team including the Head of Department or visiting consultants (subject to change due to service needs and demands). Work in accordance with trust policy; manage clinic appointments, operative/procedure waiting lists using CareCube. Organise workload with the Consultant Cardiothoracic surgeon and team to ensure an efficient service and best use of theatre utilisation.
3. Act as a point of contact for all forms of communication for the Consultant surgeon and team. Carry out secretarial duties in a positive contribution to the organisation of work. Exercise initiative commensurate within the role and maintain confidentiality at all times. Change working practices over time as required.
Job Responsibilities
1. Accountable for day‑to‑day management of own and consultants non‑clinical workload. Prioritise work and work without supervision. Act on own initiative and take responsibility for actions.
2. Administratively responsible for outpatient and operation theatre lists/procedures from initial inpatient/outpatient referral through to eventual discharge from the care of the Consultant.
3. Hold accurate databases to track pre‑operative waiting list patients, patients awaiting investigations and new referrals either internally or from district general hospitals. Establish efficient office systems through lean methodologies.
4. Using G2, typing and checking of own dictation prior to signing by Consultant and assisting with typing for team colleagues as and when time permits.
5. Responsible for wide range of office, administrative and secretarial procedures including Clinical Coding of notes, Pharmacy documentation, HISS, Maxims, G2, Nexus, Outlook, Trust Policies and Waiting List Procedures.
6. Arrange patient admissions and coordinate pre‑admission to coincide with anaesthetist availability and ensure all pre‑operative tests are available for the same‑day admissions pathway, ensuring safe admission following Trust guidance.
7. Prepare accurate theatre lists and distribute appropriately in a timely manner.
8. Inform patients to stop certain medications prior to surgery and to restart medications if surgery is cancelled.
9. Book frozen sections. Provide blood bank notice for special arrangements for patients with unusual blood type.
10. Work proactively within the team to ensure maximum efficiency.
11. Monitor and maintain RTT pathways on the HISS system.
12. Understand Trust waiting list policies and keep track of performance and patient waiting times.
13. Assist with arrangements for extra clinics on/off site to maintain patient pathway targets.
14. Day‑to‑day management and handover workload to colleagues during leave.
15. Assist and monitor new secretarial staff in all aspects of the post using training packages to ensure compliance.
Person Specification – Skills and Ability
* Excellent organisation and communication skills
* Ability to communicate at all levels
* Problem solving
* Good IT and keyboard skills
* Excellent spelling and grammar
* Ability to work under pressure
* Willingness to be flexible to meet department demands
* Efficient and enthusiastic
* Responsive/adaptable to change
* Ability to work on own initiative
* Team player
Education and Qualifications
* NVQ level 3 Business Administration (or equivalent)
* AMSPAR Diploma or equivalent experience
Experience and Knowledge
* Previous secretarial experience
* Knowledge of Microsoft Office programmes
* Experience using G2 Speech Software
* Functional knowledge of hospital information systems (HISS/ORMIS/MAXIMS/NEXUS)
* Previous experience of working within the NHS
* Understanding of specialist medical terminology and procedures
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check for any previous criminal convictions.
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