This post is only open to internal applicants.
Senior Medical Secretary
Band 4
Main area Paediatrics - Neurology and Plastic Surgery & Burns Grade Band 4 Contract Permanent Hours Part time - 25 hours per week (the second role is 30) Job ref 387-WC5564-TJ
Site Bristol Royal Hospital for Children Town Bristol Salary £27485 - £30162 pa pro rata (depending on experience) Closing 23/06/2025 23:59 Interview date 03/07/2025
As an organisation we recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.
We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust.
Are you thinking about a change – have you considered working in Paediatrics?
We are excited to offer two Band 4 Senior Medical Secretary roles at the Bristol Royal Hospital for Children — ideal for current Band 3s ready to take the next step, or Band 4s looking for a new challenge in a rewarding environment.
Role 1: Paediatric Plastic Surgery & Burns
25 hours per week, with flexibility across 4 or 5 days — as long as you’re available for full days onThursday and Friday.
This is a fantastic opportunity to join a busy, supportive team where your organisational skills and calm approach will really shine. You’ll work closely with an experienced secretary to provide high quality support to a clinical service that has a real impact on children and families.
Due to the nature of the specialty, some clinical content may be sensitive, so emotional resilience is important.
Role 2: Paediatric Neurology
30 hours per week, flexible across 4 or 5 days — with a full day on Friday required.
This role is based in our open plan office on Level 6 of the Education & Research Centre. You’ll be joining a friendly, collaborative team who value initiative, attention to detail and a positive approach to a busy and varied workload.
If you have a preference for one of the roles, or would like to be considered for both, please let us know in the supporting information section of your application.
Main duties of the job
Communication:
* To act as a point of contact for queries from clinical and non-clinical staff
* Liaise via telephone and email with other clinical/clerical teams to action urgent appointments or procedures where necessary and ensure that all relevant departments are notified accordingly
* Act as a point of contact for patients, relatives and carers. The post holder should be polite and empathetic to the patient’s needs at all times and be able to communicate effectively when dealing with difficult situations/conversations
* Returning calls promptly and keeping callers updated with information in an effective and efficient way
* Escalate patient queries, capacity problems and general issues to the role’s line manager or relevant clinical staff as appropriate
Organising and Planning:
* Checking and sorting investigation reports and passing information on to clinical team as required
* Ensure the dispatch and production of all clinical correspondence is maintained by pro-actively monitoring the digital dictation and speech recognition system, and to escalate where delays are identified
* Provide monthly key performance indicator information to the Line Manager and discuss with the team any appropriate actions that need to be taken
Working for our organisation
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as ‘Good’ overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone’s throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we’re meeting our pledge.
Detailed job description and main responsibilities
For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.
Person specification
Knowledge and Experience
* Clerical/administrative experience/Secretarial
* Understanding of specialist medical terminology
* Experience of dealing with the public, both on the telephone and in person
Education and Qualifications
* Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
* Qualified in word processing or audio typing (or equivalent)
* Business and Administration Level 3 NVQ or equivalent experience
We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.
· As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application to ensure we’re meeting our pledge.
· The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.
· UHBW is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.
· To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.
· If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.
· The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
· By applying for this post, you are agreeing to University Hospitals Bristol and Weston NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.
· Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.
IMPORTANT:
Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.
Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore, please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification
Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.
As a guide interviews should usually take place within 3 weeks of the closing date.
When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 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.
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