An exciting opportunity has arisen for a highly organised and motivated Medical Secretary to join the Neurology team at The Walton Centre. The role provides comprehensive secretarial and administrative support to Consultants and the wider clinical team within the Neurology department, which includes specialist services such as Rehabilitation, Neuropsychiatry, Neuropsychology and Ophthalmology.
The successful candidate will support the delivery of high-quality patient care by ensuring clinical correspondence, appointments and patient pathways are managed efficiently and in line with Trust standards. Responsibilities include producing accurate clinical letters using the Trust's digital dictation system, managing consultant diaries and clinics, booking outpatient appointments and admissions, and supporting the administration of patient waiting lists and RTT pathways.
This varied and busy role requires excellent organisational skills, attention to detail and the ability to prioritise workload while working with minimal supervision. The post holder will act as a key point of contact for patients, consultants, GPs and other healthcare professionals, responding to queries and maintaining high standards of confidentiality while contributing to the smooth running of the service.
Main duties of the job
Provide a comprehensive secretarial and administrative service to Consultants and the wider clinical team, maintaining high standards of confidentiality at all times. Transcribe clinic letters, discharge summaries, medical reports and other correspondence using the Trust's digital dictation system, ensuring letters are issued to GPs and relevant professionals within required timeframes.
Manage consultant diaries, outpatient clinics and follow-up appointments, ensuring clinic outcomes are accurately recorded on the Trust PAS system. Coordinate patient admissions, arrange investigations and manage appointment cancellations or changes, liaising with bed management teams where required.
Support urgent and rapid access clinics by organising short notice appointments and assisting with the administration of emergency clinics. Act as a key point of contact for patients, relatives, GPs and other healthcare professionals, responding to queries and resolving issues by telephone or face to face.
Maintain and validate waiting lists including RTT and PTL lists to ensure patient pathways remain accurate and up to date. Retrieve patient records and investigation results when required, organise meetings and documentation for consultants, and provide administrative support for research or clinical trial patients where necessary.
Ensure all departmental correspondence and post are managed promptly and efficiently in line with Trust policies.
About us
The Walton Centre NHS Foundation Trust is the only NHS trust to hold dual accreditation for the Investors in People. We invest in people and we invest in wellbeing standards and have been awarded Gold status for both. The Walton Centre is a leader in the treatment and care of neurology and neurosurgery, placing the patient and their family at the heart of everything we do. As the only specialist hospital trust in the UK dedicated to providing comprehensive neurology, neurosurgery, spinal and pain management services we are proud to be rated as an Outstanding Trust by the Care Quality Commission (CQC), and champion change throughout the field of neuroscience. Originally formed in 1992, the Trust received Foundation Trust status in 2009.
With around 1,450 staff, The Walton Centre treats more than 127,000 outpatients and 18,000 inpatients each year. We have leading specialists and incredibly dedicated staff delivering excellent clinical outcomes for brain, spinal and neurological care nationally and internationally. Teams across our site in Fazakerley, Liverpool, offer a world-class service in diagnosing and treating injuries and illnesses affecting the brain, spine and peripheral nerves and muscles, and in supporting people suffering from a wide range of long-term neurological conditions.
Job responsibilities
Secretarial and Administrative Support
Provide a comprehensive secretarial and administrative service to Consultants and the wider clinical team.
Transcribe clinic letters, discharge summaries, medical reports and other clinical correspondence using the Trust's digital dictation system, ensuring accuracy and timely distribution to GPs and relevant healthcare professionals.
Maintain accurate patient records and ensure all documentation is managed in accordance with Trust policies and confidentiality requirements.
Ensure that all incoming and outgoing correspondence within the department is dealt with promptly and efficiently.
Clinic and Appointment Management
Manage consultant diaries and clinic schedules, including booking outpatient appointments and arranging follow-up appointments as required.
Record clinic outcomes accurately on the Trust Patient Administration System (PAS) in a timely manner.
Support the organisation of urgent and rapid access clinics, including arranging short notice appointments where required.
Coordinate investigations and follow-up appointments arising from clinic activity.
Patient Pathway and Waiting List Management
Assist with the management and validation of waiting lists, including RTT pathways, PTL lists and suspended outpatient lists.
Ensure referrals are processed following clinical prioritisation and liaise with the Patient Access Centre to arrange appointments.
Monitor patient pathways to ensure appointments and follow-up actions are completed within required timeframes.
Admissions and Investigation Coordination
Schedule and book patient admissions and liaise with bed management teams where required.
Manage admission changes or cancellations, contacting patients directly to arrange alternative dates where necessary.
Coordinate investigations and diagnostic appointments in line with clinical instructions.
Patient and Stakeholder Communication
Act as a key point of contact for patients, relatives, GPs and other healthcare professionals, responding to queries and providing information regarding appointments, admissions and investigations.
Deal with patient enquiries in a professional and sensitive manner, both by telephone and face to face.
Meeting and Administrative Coordination
Organise meetings on behalf of Consultants, including arranging venues, preparing agendas and distributing documentation.
Take and transcribe minutes where required and ensure documentation is circulated appropriately.
Clinical and Research Administration
Provide administrative support for clinical trials or research patients where required, including coordinating appointments and preparing relevant documentation.
Ensure consultants have access to up-to-date patient information and paperwork for clinics and meetings.
General Duties
Retrieve medical records, investigation results and other clinical information as required to support patient care.
Support the wider administrative team during periods of absence or increased workload where appropriate.
Ensure all duties are carried out in accordance with Trust policies, information governance requirements and data protection regulations.
Person Specification
Qualifications
* RSA III
* Audio tying skills
* Previous experience as a Medical Secretary.
* Shorthand skills.
Knowledge and Experience
* Self‑motivated and able to work with limited supervision
* Able to use personal initiative when prioritising workloads
* Ability to maintain accurate patient information.
* Ability to adhere to the Data Protection Act and national/ local guidelines concerning patient confidentiality
* Knowledge and experience of medical terminology
* Knowledge of hospital PAS system.
Skills and Attributes
* Ability to communicate effectively with patients, relatives
* Associated professional staff and management
* Ability to work as part of a team.
* Willingness to undertake further training as required
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 (formerly known as CRB) to check for any previous criminal convictions.
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