Surgical Secretary, Band 3 - Colorectal Surgery
The closing date is 03 June 2026
If you relish a challenge and have a passion for helping others, an exciting opportunity has arisen for a Surgical Secretary within the Colorectal Surgery team at Gloucestershire Hospitals NHS Foundation Trust. This is a permanent post, 37.5 hours per week, working Monday to Friday.
The successful candidate should be able to work proficiently in a fast paced environment and have exceptional organisational skills with the ability to effectively manage their own workload. We are looking for someone to provide a comprehensive administrative service to a busy consultant surgeon and our patients. This post is part of a professional multi‑skilled team working within the GI Surgery division. Applicants must be flexible to meet the needs of the service and have a positive approach to their work. A strong commitment to personal and professional development is desired.
Main duties of the job
* Provide a comprehensive secretarial service to our consultant surgeons, including diary management, correspondence, referrals, phone calls, email management and general day‑to‑day office administration.
* Work well under time constraints to ensure local and national targets are met with regards to patient pathways.
* First point of contact for patients, our multi‑professional colleagues and outside sources with queries; exercise initiative and judgment to ensure enquiries are dealt with efficiently.
* Responsible for managing and overseeing the elective surgery waiting list and planning and coordinating surgical admissions.
* Touch‑type from audio dictation a variety of documents and maintain a certain level of understanding of medical terminology.
* Handle confidential and sensitive information with utmost confidentiality.
About us
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. Our Trust offers an excellent package with exclusive benefits, flexible working opportunities, generous annual leave, NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on‑site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives.
Job responsibilities
Knowledge, skills & experience
* GCSE English and Maths at Grade C or above, or equivalent.
* Microsoft Office packages experience.
* Proficient use of hospital computer systems.
* Excellent telephone manner to minimise conflict, resolve queries and maintain reputation.
* Proven organisational skills with the ability to prioritise workload and meet deadlines.
* Good written and verbal communication skills; command of English, punctuation and grammar.
* Good interpersonal skills for dealing with internal and external people.
* Ability to work flexibly within a team.
* Accuracy and speed in work.
* Judgement and initiative as appropriate.
General duties
* Comprehensive secretarial support to a busy consultant surgeon.
* Typing correspondence to patients, GPs, medical staff and other addressees following clinical attendance or other patient contacts as directed by the Secretarial Supervisor.
* Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response; booking investigations, transcription, etc to ensure RTT guidelines are achieved for patients.
* Overseeing and managing elective waiting lists for inpatient and outpatient care alongside the utilisation of theatre lists.
* Check clinic outcomes to ensure accuracy.
* Work with the Central Booking Office to ensure that clinics are utilised to capacity.
Speciality specific support
* Inform the secretarial supervisor about progress and flag any urgent issues such as capacity or delays.
* Diary management: making appointments, booking meetings and venues, organising and distributing paperwork.
* Support consultant staff with additional responsibilities, such as clinical governance, Clinical Tutor role, setting up training, teaching, organising visitors.
* Liaise with external organisations for patient care progress (Social Services, other hospitals).
Service improvement
* Use speciality databases for recording patient information/clinic activity for audit/survey purposes and send out associated paperwork. Regular audit of data is undertaken to inform service improvements.
* Support the development of improvements to working practices and processes and contribute to service reviews and new arrangements.
* Support the resolution of patient/carer complaints or concerns by collating information and working with the supervisor to respond or escalate appropriately.
Team working
* Work cohesively with colleagues to ensure administrative work is shared and performed to efficient and safe standards.
* Cover colleagues during absences/annual/sick leave as directed by lead management; undertake cross‑cover and job rotation for training.
* Routine office duties: electronic note tracking, photocopying, faxing, filing of correspondence and results, maintenance of records.
* Assist in training and induction for new and existing colleagues.
* Take initiative and work flexibly as required.
* Liaise with relevant team members to ensure process changes run smoothly.
* Carry out any other appropriate duties as required by line manager.
Communications & working relationships
* Medical staff both junior and senior including consultants.
* Nursing staff.
* Patients, carers and relatives.
* Other medical secretaries/ward clerks.
* Health Records.
* Pathology.
* Radiology.
* GPs and GP practices.
* Management, including Lead Coordinator and General Management team.
* Other NHS organisations.
* External bodies such as solicitor practices, DVLA, social services, police, coroner's office.
Personal development
* Fully participate in the Trust's appraisal system review and personal development planning on an annual basis.
* Undertake training as necessary in line with the development of the post and as agreed with line manager.
* Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
* Contribute positively to the effectiveness and efficiency of the teams in which you work.
* Contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies.
Physical effort & working
* Move medical notes daily (Manual Handling Training Provided), handling up to 15 kg bags.
* Exposure to occasional unpleasant working conditions due to extremes of office temperatures and ward odours.
* Use Visual Display Unit (VDU) daily; work at a desk all day.
* Deal with sensitive and confidential information.
* Work pattern may be unpredictable due to interruptions; high concentration is required when audio‑typing.
NB: This job description is not intended to form part of the contract of employment or to be a complete list of duties and responsibilities, but is a good guide for information to the job. It will be periodically reviewed in the light of developing work requirements in the department. The officer in the post will be expected to contribute to that review.
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
* Previous experience of dealing with members of the public.
* Experience of using own initiative, prioritising workload and utilising organisational skills.
* Previous experience working in a busy office.
* Previous medical secretary / hospital / NHS service experience.
* Experience of data entry, maintaining databases and data validation of electronic records.
Knowledge/ Skills
* Excellent verbal skills and good command and understanding of English, punctuation and grammar.
* Proven organisational skills.
* Effective, fast and accurate keyboard skills.
* Good computer skills with working knowledge of Microsoft Office including Word, Excel, Outlook / Diary management.
* Excellent and accurate attention to detail.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and, as such, it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Employer name
Gloucestershire Hospitals NHS Foundation Trust
£25,760 to £27,476 a year (paid, pro rata if part‑time)
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