{"@context":"https://schema.org","@type":"JobPosting","title":"Senior Medical Secretary","description":"

North Bristol NHS Trust (NBT) and University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) have merged as of 1st July 2026 to become Bristol NHS Foundation Trust. This creates an exciting future that brings together the best of both organisations. As a single, strong and sustainable organisation, we will not only be able to deliver better outcomes for our patients and fairer care for our population, but it will also provide greater opportunities for our people.

Bristol NHS Foundation Trust 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.

Our job adverts may close as soon as sufficient applications have been received. Considering this, if you are interested in this role, please do apply as soon as you can.

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Job Overview\n\n

We are looking for an organised, motivated, and experienced Medical Secretary to join our busy Gynaecology team. This is an exciting opportunity to provide high-quality administrative and secretarial support to consultants and clinical teams within a fast-paced department.

The successful candidate will play a key role in ensuring the smooth coordination of patient pathways, clinic administration, and communication between patients, clinicians, and multidisciplinary teams.

Main duties of the job

Provide comprehensive secretarial support to consultants and medical staff within the Gynaecology departmentAudio typing and preparation of clinical correspondenceManage clinic appointments, waiting lists, and patient pathwaysHandle telephone and email enquiries professionally and sensitivelyMaintain accurate patient records using electronic systemsLiaise with GPs, patients, wards, and external organisationsEnsure correspondence is completed within required timescalesSupport the wider administrative team as required\n\n

Provide comprehensive secretarial support to consultants and medical staff within the Gynaecology department

Audio typing and preparation of clinical correspondence

Manage clinic appointments, waiting lists, and patient pathways

Handle telephone and email enquiries professionally and sensitively

Maintain accurate patient records using electronic systems

Liaise with GPs, patients, wards, and external organisations

Ensure correspondence is completed within required timescales

Support the wider administrative team as required\n\n

Working for our organisation

Bristol NHS Foundation Trust brings together more than 28,000 staff to deliver over 160 clinical services across thirteen hospital locations, operating from three main sites at Southmead, Bristol city centre and Weston.

With an annual turnover of £2.3 billion, we are now one of the largest NHS trusts in the United Kingdom. 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. Bristol NHS Foundation Trust values all people as individuals. 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\n\n

Working for organisation\n\n

Working within Gynaecology offers the opportunity to support women through a wide range of healthcare journeys, from routine outpatient care to complex and sensitive conditions. The role requires compassion, discretion, and professionalism, as you will often be communicating with patients during vulnerable or emotional times. Our team is committed to providing high-quality, patient-centred care in a supportive and collaborative environment, making this a rewarding role for someone who values making a positive difference to patient experience.

To provide secretarial support for the efficient operation of the department, including audio typing clinics and reports.To process referrals in a timely manner.Diary management for the ConsultantsTo act as a contact point, liaising between patients, medical and nursing staff and other internal and external organisations taking clear and concise messages when required, using personal judgement and sensitivity to resolve as necessaryTo receive, sort and prioritise daily correspondence for clinicians as required, resolving as appropriate and ensuring all clinical reports/requests are brought to the attention of the relevant clinician to enable appropriate action to be takenTo receive and act upon telephone calls and face to face enquiries from patients, relatives and staff giving advice and information in a prompt, helpful and professional manner, handling conversations with sensitivity and confidentiality.Accurately maintain waiting lists, set up clinics and book appointments.To be responsible for the tracking of all medical records and x-rays to and from the department and to ensure that they are kept in a tidy order when they are in the departmentAble to use (or be prepared to learn) the in-house Patient Administration System and other hospital IT systems ensuring that the department functions within the Trust’s standards for the integrity of data collectionTo work closely with senior colleagues within the team to ensure effective secretarial support and coverWork together as an effective team worker, providing cover for colleagues in times of absence / annual leave as requested by line managerUndertake photocopying, filing and other general administration duties such as monitoring stationary supplies to ensure the efficient running of the officeWillingness to support and assist junior members of the team and others across the neonatology department as required, including assisting in the training of new startersWillingness to undertake further training and developmentPromote and uphold excellent standards in customer serviceTake/distribute minutes when required.The post holder will be expected to make changes in own work practices in accordance with service needs and demands and offer suggestions for improving servicesSuch other reasonable duties, appropriate to a Band 4, as agreed with the line manager from time to time\n\n

To provide secretarial support for the efficient operation of the department, including audio typing clinics and reports.

To process referrals in a timely manner.

Diary management for the Consultants

To act as a contact point, liaising between patients, medical and nursing staff and other internal and external organisations taking clear and concise messages when required, using personal judgement and sensitivity to resolve as necessary

To receive, sort and prioritise daily correspondence for clinicians as required, resolving as appropriate and ensuring all clinical reports/requests are brought to the attention of the relevant clinician to enable appropriate action to be taken

To receive and act upon telephone calls and face to face enquiries from patients, relatives and staff giving advice and information in a prompt, helpful and professional manner, handling conversations with sensitivity and confidentiality.

Accurately maintain waiting lists, set up clinics and book appointments.

To be responsible for the tracking of all medical records and x-rays to and from the department and to ensure that they are kept in a tidy order when they are in the department

Able to use (or be prepared to learn) the in-house Patient Administration System and other hospital IT systems ensuring that the department functions within the Trust’s standards for the integrity of data collection

To work closely with senior colleagues within the team to ensure effective secretarial support and cover

Work together as an effective team worker, providing cover for colleagues in times of absence / annual leave as requested by line manager

Undertake photocopying, filing and other general administration duties such as monitoring stationary supplies to ensure the efficient running of the office

Willingness to support and assist junior members of the team and others across the neonatology department as required, including assisting in the training of new starters

Willingness to undertake further training and development

Promote and uphold excellent standards in customer service

Take/distribute minutes when required.

The post holder will be expected to make changes in own work practices in accordance with service needs and demands and offer suggestions for improving services

Such other reasonable duties, appropriate to a Band 4, as agreed with the line manager from time to time\n\n

Person specification

Education/Training/Qualifications\n\n

Essential criteria

Good general education including GCSEs to Grade C or above in Maths and English (or equivalent)\n\n

Desirable criteria

Further Admin Training/Qualification\n\n

Work Experience

Essential criteria

Previous secretarial or administration experience dealing with telephone enquiries, correspondence, office administration and diary managementExperience of working in the NHS or similar organisation\n\n

Previous secretarial or administration experience dealing with telephone enquiries, correspondence, office administration and diary management

Experience of working in the NHS or similar organisation\n\n

Desirable criteria

Experience of working with BNSSG policy\n\n

Knowledge/Skills/Abilities\n\n

Essential criteria

Working knowledge hospital systems including CareflowUnderstanding of patient confidentiality and data protection.Understanding of RTT\n\n

Working knowledge hospital systems including Careflow

Understanding of patient confidentiality and data protection.

Understanding of RTT\n\n

Desirable criteria

Knowledge of the Trusts Policies and Procedures\n\n

Personal Qualities/Special Circumstances

Essential criteria

Confident and empathetic when dealing with patientsAbility to remain calm and professional when working under pressureAttention to detail and an organised approach work\n\n

Confident and empathetic when dealing with patients

Ability to remain calm and professional when working under pressure

Attention to detail and an organised approach work\n\n

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. BFT 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 Bristol 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.\n\n

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.

BFT 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 Bristol 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.\n\n

Important\n\n

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.

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