Application for a PA/Medical Secretary within the Cardiology Unit at Royal Blackburn Hospital.
Main Duties
* Transcription and production of typewritten reports and correspondence from digital dictation or shorthand, including outpatient reports, discharge summaries, operation notes and other relevant clinical and non‑clinical correspondence.
* Open, prioritise and manage correspondence of a highly sensitive and confidential nature on behalf of the Consultant; ascertain urgent referrals in the Consultant’s absence.
* Maintain accurate 18‑week Referral to Treatment (RTT) pathway for patients; data cleansing, weekly validation and maintenance of patient tracking lists (PTL); report exceptions to senior personnel.
* Retrieve and act upon correspondence received by fax or e‑mail; process patient discharges and follow up care plans; arrange referral appointments and ensure investigation results are communicated to GPs when indicated.
* Ensure all correspondence is dictated and typed within the designated time limits; manage telephone enquiries and complaints from patients, relatives, GPs, Consultants and other medical staff; provide empathy and reassurance where required.
* Manage patient investigation results; review laboratory and radiology results – communicate abnormal findings promptly; retrieve results from Cerner/ICE, chase missing results and liaise with clinicians for referrals.
* Participate in the training and supervision of support medical secretaries, medical audio typists and apprentices; plan and allocate work; check accuracy of produced letters.
* Self‑supervise and organise operations: coordinate annual leave and flexi‑time arrangements; liaise with other secretaries for fair distribution of work; liaise with management regarding flexi‑time arrangements.
* Establish and maintain efficient office systems, including filing and booking of case‑notes; coordinate urgent outpatient appointments and inpatient admissions; liaise with admissions to ensure necessary information and investigations are available.
* Maintain confidentiality at all times; input and extract data from Cerner and other relevant software (ICE, Winscribe).
* Process documentation and correspondence for senior and junior medical staff, liaise with Medical Staffing and external bodies such as the General Medical Council.
* Provide administrative and secretarial support for the Consultant’s non‑clinical NHS obligations and commitments.
Other Duties
* Coordinate with Reception and booking clerks regarding follow‑up appointments.
* Arrange or expedite urgent or routine investigations with diagnostic services.
* Generate correspondence and actions in line with Trust policy for patients who fail to attend.
* Ensure referrals are dealt with according to the Consultant’s guidelines and Trust protocols.
* Maintain the Consultant’s diary; record clinician leave and absence; report absences to line managers/Directorate Directors.
* Cancel clinic or theatre lists where necessary and inform relevant personnel of cover arrangements.
* Produce and circulate duty rotas; type medico‑legal summaries and maintain medico‑legal files in liaison with the legal department.
* Arrange travel and accommodation for the Consultant’s conferences, seminars and other events.
* Take and transcribe minutes of clinical or non‑clinical meetings as required.
* Coordinate arrangements for clinical meetings, prepare agendas and circulate relevant case‑notes.
* Distribute and duplicate information via photocopier, fax or e‑mail.
* Maintain safe use and basic maintenance of office equipment and machinery; arrange repair or servicing as necessary.
* Maintain levels of stock and stationery for own work area.
* Ensure effective communication with colleagues, patients and visitors; maintain department security.
* Complete mandatory training before becoming non‑compliant.
Qualifications and Skills
* Experience of audio transcription is absolutely essential.
* Experience in a similar, busy, demanding office role.
* Medical terminology knowledge essential.
* Knowledge of the Winscribe digital dictation system advantageous but not essential.
* Knowledge of Cerner essential.
Equality, Diversity and Accessibility
The Trust is committed to creating a well‑managed, flexible working environment that supports staff and promotes their welfare and development. We are committed to promoting equality and diversity and value the contribution of individual talent, skills, knowledge and experience. We operate a zero‑tolerance to aggression, violence, bullying and harassment.
Reasonable adjustments will be made to ensure an accessible recruitment and selection process. Flexible working applications will be considered. The Trust operates a No Smoking Policy.
Recruitment Note
Recruitment services can be contacted at 01254 732075 for reasonable adjustments.
Application Deadline
This advert closed on Tuesday 14 Apr 2026.
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