Medical Secretary - Head and Neck | Liverpool University Hospitals NHS Foundation Trust

Head and Neck Medical Secretary
1. To provide a comprehensive service to consultants and speciality teams including nurse
practitioners/clinicians.
2. Operate an effective bring forward system and filing system.

1. To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians.
2. Keep diary up to date, arrange appointments, and arrange travel and accommodation.
3. Operate an effective bring forward system and filing system.
4. To manage and maintain 18 week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded on PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway.
5. Mentor, train and supervise relevant staff as required. Deal with annual leave requests and sickness absence return to work interviews.
6. Support consultants in non clinical activities role by preparing presentation documents using relevant packages and arranging meetings, set agenda, circulate agenda/supporting papers as appropriate, and take minutes at meetings.

Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.

We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

Aintree University Hospitalis the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility.Broadgreen Hospitalis home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Women’s Hospitalspecialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year. TheRoyal Liverpool University Hospitalis the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.

For roles at Liverpool Women’s, visit theircareers page.

1. To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians.
2. Keep diary up to date, arrange appointments, and arrange travel and accommodation.
3. Operate an effective bring forward system and filing system.
4. To manage and maintain 18 week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded on PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway.
5. Mentor, train and supervise relevant staff as required. Deal with annual leave requests and sickness absence return to work interviews.
6. Support consultants in non clinical activities role by preparing presentation documents using relevant packages and arranging meetings, set agenda, circulate agenda/supporting papers as appropriate, and take minutes at meetings.
7. Ensure appropriate personnel are informed of consultant annual leave/study leave. Keep consultants informed of junior doctor leave, as it could have an effect on the service.
8. Organise and maintain consultant’s admissions. Cancel and add patients to the waiting list, as appropriate, ensuring lists are updated, and patients contacted. Liaise with waiting list office, anaesthetic department and ward. Complete and amend theatre lists appropriately.
9. Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly.
10. Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.
11. Allocate and check the work of other staff
12. Ensure sickness absence and annual leave of clinical staff is reported.
13. Assist with the investigation and compilation of responses to complaints/incidents, helping to ensure this is done with the optimum deadlines set by the Trust.
14. Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person.
15. Carry out appraisals as appropriate
16. Organise and order stationery as appropriate.
17. Ensure all junior staff mandatory training is up to date and report accordingly.
18. Deal with enquiries either on the telephone of face to face from patients, consultants, junior doctors and colleagues in an appropriate manner.
19. Ensure all correspondence relating to patient care is acted upon in a timely manner.
20. Accurate check of patient demographics using the Patient Administration System (PAS), including registration screen, checking patients details are correct, and tracking of casenotes.
21. Assist with audit/research data collection as required.
22. Obtain information as requested by line manager
23. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
24. Train new and junior members of the team within own work area as required by line manager.
25. Attend appropriate training and education sessions at the request of manager.
26. General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.
27. Work with managers to review working practices, ways of working and find solutions to problems.
28. Implement policies and procedures for own area.
29. Record and input data onto databases and systems as appropriate
30. To work in a flexible manner in accordance with Trust Policy, and to check flexi time sheets for medical secretaries.

This advert closes on Wednesday 22 Apr 2026