Colorectal PA Consultant Secretary

Job summary

We are looking for an experienced secretary to join the Colorectal Secretarial team. This role offers excellent opportunities for an enthusiastic and conscientious person to provide a comprehensive medical secretarial service to consultants, junior medical and specialist nursing staff in an efficient and timely manner, assisting in the organisation of their workload and contributing to the overall success of the service.

The ideal candidate must have a good knowledge of office practices and medical terminology alongside excellent interpersonal skills and be reliable and flexible with the ability to work under pressure and above all be a team player.

We offer training and development opportunities within an established Vascular secretarial team which sits within the Surgical Secretariat.

Main duties of the job

Providing a full support service to Colorectal Consultants and Clinical Nursing team, to include - diary management, clinic management, tracking patient results and booking appointments, inputting on to hospital systems to maintain complete patient records and follow up investigations etc.

Audio Typing

Managing patient results / investigations

TEAMS

Scanning, uploading documents

Telephone enquiries

Post & referrals

RTT management

About us

UHD are investing, developing and transforming Trust services in line with the New Hospital Programme. As part of this, some services may move site this year or next, either temporarily or permanently. Recruiting Managers will be happy to answer any service-specific questions at interview.

This service has a planned move from Royal Bournemouth site to Poole site 2026/2027.

If a role or service relocates as part of a planned move, excess mileage will not be reimbursed. Travel from home to the new work base will be classed as a normal commute. Any other changes will be managed under Trust or national terms and conditions.

UHD has active networks including Women's, BAME, Pride, EU, Pro Ability, and Armed Forces. We support Disability Confident and Armed Forces Covenant interview schemes.

AI tools may be used, but applications must honestly reflect your own skills and experience. Integrity is key to our recruitment process.

Job responsibilities

• Supporting consultants and clinical nursing team providing an efficient secretarial service. This will involve the typing clinical correspondence i.e. clinic letters, reports, operation letters etc, using audio/Digital Dictation.
• To be aware of RTT (Referral to Treatment) pathways to adjust patient referral to treatment clock according to the treatment plan, liaising with validator as necessary.
• Tracking/filing patient results as directed by the clinician/consultant s in line with Health Records filing policy.
• Photocopying and general filing to include correspondence, results in hospital notes when required.
• Dealing with out-going post.
• Answering telephone queries in an appropriate manner.
• Understand and be proactive in managing RTT (Referral to Treatment) pathways and highlight any potential issues to prevent breaches. This includes ensuring that follow up appointments following diagnostics are dealt with immediately to avoid any unnecessary delays within the patient pathway to meet national targets.
• Prepare an adequate instruction daily work sheet to be used in the post holders absence.
• Maintain confidentiality at all times. Deal with confidential sensitive information about patients. Adhere to policies and statutory Health and Safety requirement of the University Hospitals Dorset NHS Foundation Trust.
• To maintain patient safety through rigorous and consistent compliance with Trust policies for the prevention and control of infection, including hand hygiene. To undertake appropriate mandatory training and updates in infection prevention and control.
• To provide the supervision, development and training of support secretarial and admin staff within your team

Person specification

Qualifications

Essential

• RSA II or equivalent touch typing/computer skills
• Minimum 5 GCSE's including English or equivalent

Desirable

• Computer Qualification

Experience

Essential

• Secretarial Experience
• Experience working with MS Teams

Desirable

• Working with people
• UHD Experience
• Good verbal and written skills (attention to detail)

Technical Skills

Essential

• Good knowledge of IT systems and software
• Outlook/Word/Excel/Teams/PowerPoint
• Data accuracy on computer systems

Desirable

• Experience of hospital systems (eCamis/EPR/Teams)
• Audio typing

Knowledge

Essential

• Understanding of secretarial procedures
• Medical Terminology
• Understanding of Confidentiality and Data Protection Act

Desirable

• patient management systems