ENT Medical Support Secretary (Part Time, Fixed Term)

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.

Click on this link to find out about our values https://www.uhbw.nhs.uk/p/about-us/our-trust-values

Job overview

This is a fantastic opportunity for a hardworking and enthusiastic individual to join the Ear Nose and Throat (ENT) Outpatients Department in an acute city centre hospital.

We are looking for a member of staff with a “can do” attitude and excellent communication skills, both verbal and written and good typing skills.

Main duties of the job

We are seeking a dedicated and empathetic Medical Secretary to join our team. The ideal candidate will provide essential communication and administrative support within a clinical environment.

Key Responsibilities:

• Act as a primary point of contact for clinical and non-clinical staff, patients, relatives, and carers via phone and email, maintaining a professional and empathetic approach at all times.
• Handle patient queries, return calls promptly, and escalate issues to the relevant team members as necessary.
• Ensure patient records are accurate, up-to-date, and prepared for clinics.
• Assist with sorting and distributing reports and ensuring relevant documentation is filed appropriately.
• Perform clerical duties, including maintaining filing systems, diary management, and scanning patient notes.
• Support referral to treatment pathways, tracking clinic outcomes, and coordinating appointments.
• Provide coverage for other secretaries during absences and attend meetings as required.

Skills & Experience:

• Strong communication and interpersonal skills, with the ability to manage sensitive situations.
• Organisational skills with the ability to maintain accurate records and documentation.
• Ability to adapt and work across different specialties when needed.

Working for our organisation

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, main responsibilities, and person specification, please refer to the job description document attached to this vacancy.

Person specification

Qualifications and Training

• Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
• Business and Administration Level 3 NVQ or equivalent experience
• Qualified in word processing or audio typing (or equivalent)

Knowledge and Experience

• Experience of dealing with the public, both on the telephone and in person

• Previous NHS experience
• Understanding of medical terminology
• Clerical / administrative experience

Skills and Abilities

• Effective and polite manner when dealing with people, both face to face and on the phone
• Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
• Ability to work effectively in a busy team, adjust to change and motivate others
• Ability to work on your own, using your own initiative, if required
• Confidence to handle difficult conversations with patients, relatives and carers
• Effective organisational skills
• Good IT skills including Microsoft packages
• Attention to detail
• Ability to adapt to use new computer packages and programmes

• 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.