Medical Support Secretary - GI Surgery

Job summary

We are looking for an organised, proactive and highly motivated individual to join our Medical Secretary team within the GI Surgery and Physiology Department. As a specialist tertiary centre for the South West of England, the department provides expert care for patients with complex gastrointestinal conditions and plays a key role in delivering high-quality, patient-centred services across the region.

This is an exciting time to join the division as we continue to enhance our elective pathways, strengthen administrative processes, and improve the experience of both patients and clinical teams. You will provide essential secretarial support across all four GI subspecialties, becoming a valued and trusted member of a busy, supportive team where no two days are the same. Working closely with clinicians and colleagues, you'll help ensure clinical activity runs smoothly and contribute to the continuous improvement of our services.

The administration team is based at the Bristol Royal Infirmary site, and the post holder will not be required to work from other trust locations. This role is Monday-Friday and offers flexible working opportunities, including hybrid working (one day from home per week once competent and working independently) and flexible start times between 8-9am.

We welcome informal discussions and visits to the department. Please get in touch with the listed contacts if you'd like to learn more about the role and whether it could be the right fit for you.

Main duties of the job

The role will include, but is not limited to:

• Maintaining accurate patient records and filing systems, including handling incoming post and scanning documentation to PAS.
• Supporting Senior Medical Secretaries by typing, editing and dispatching clinical correspondence using digital dictation systems, ensuring accuracy and timely turnaround.
• Managing the departmental diagnostic tracker, checking and sorting test results, sharing information with clinicians, and completing follow-up actions to support smooth patient pathways.
• Acting as a point of contact for patients and healthcare professionals, communicating clearly and professionally, and escalating queries where appropriate.
• Working closely with administrative and clinical teams to support referral-to-treatment processes and maintain up-to-date outcome information.
• Supporting service development by attending training, adapting to new processes and assisting with onboarding new staff.

If you meet the essential criteria, are motivated, organised, and committed to delivering high-quality administrative support, we encourage you to apply. To maximise your chances of being shortlisted, clearly demonstrate how you meet the person specification, using examples where possible.

We may close the vacancy early if we receive a high number of applications. If you are interested, please apply as soon as possible.

About us

Our GI Surgery Department is a supportive and high-performing team that delivers a broad range of specialist and tertiary services, including complex Oesophagogastric and Hepatopancreatobiliary surgery, as well as a diagnostic service in GI Physiology. We are proud of the important role we play within the wider Division of Surgery and of the strong partnerships we have with our other surgical specialities.

UHBW is a forward-thinking, multi-award-winning Trust rated 'Good' by the CQC, with a strong commitment to delivering exceptional patient care across Bristol and Weston. As one of the largest acute Trusts in the region, we are proud of our diverse workforce and our dedication to inclusion, innovation and staff development. We promote safeguarding, equality and the well-being of all colleagues, and we design our services around the needs of our patients and communities.

Job description

Job responsibilities

For full details of the role and its responsibilities, please refer to the job description attached to this vacancy.

Person Specification

Knowledge and Experience

Essential

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

Desirable

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

Skills and Abilities

Essential

• 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
• Strong IT skills including Microsoft packages
• Attention to detail

Qualifications and Training

Essential

• Educated to GCSE, grade C or above (or equivalent) in English Language and Maths

Additional information

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).