Urology Support Secretary

Job overview

This is an exciting opportunity for an experienced Support Secretary to join our Urology Team at UHD. You will provide support to our Consultants and Clinical teams through administrative tasks such as audio typing, updating Teams, assisting with phone queries and organising post and filing to ensure the department runs smoothly.

The post holder must be IT literate and ideally familiar with hospital computer systems including eCamis and EPR. Knowledge of Microsoft Teams would also be beneficial.

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 Urology secretarial team which sits within the Surgical Secretariat.

This service has a planned move from Bournemouth site to Poole site on in July 2026

Interview date - 4th August 2026

Main duties of the job

• Typing audio and digital documents to include operation and clinic letters
• Maintaining investigation systems for patient results (TEAMS)
• Processing of Choose & Book referrals
• Delivery of investigation requests to other departments within the hospital
• Postal service administration for outgoing patient letters
• To cover consultant’s PA desks in their absence

Working for our organisation

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.

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.

Detailed job description and main responsibilities

Supporting consultants and consultant secretaries in providing an efficient secretarial service. This will involve the typing of all clinical correspondence i.e. Clinic letters, reports, operation letters, etc., under the supervision of the consultant secretary, 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 consultant secretaries and/or validator as necessary. Understand and be proactive in managing this 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.

Look up, sort and file patient results as directed by the clinician/consultant secretary in line with Health Records filing policy.

Photocopying and general filing to include correspondence, results in hospital notes when required.

Be responsible for outgoing post, meeting afternoon deadline assisting post workers when required.

Dealing with telephone queries in an appropriate manner as instructed by the consultant secretary.

Ensuring all referrals are collected on a daily basis and distributed to the appropriate clinician without delay. This includes Choose and Book referrals and paper referrals received direct from GP or other professional bodies.

Prepare an adequate instruction daily work sheet to be used in the post holder’s 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.

Person specification

Qualifications

• RSA II or equivalent touch typing/computer skills
• Minimum 5 GCSEs including English or equivalent
• NVQ Level 2 in Business Administration or relevant experience.

Technical Skills

• Data accuracy on computer systems
• Experience of working with Hospital Systems

Experience

• Secretarial experience or similar
• Working with people at all levels
• Experience of working at UHD in a similar role
• NHS medical secretary experience

Personal attributes

• Team Player
• Ability to organise own workload

Please note: Staff recruited are expected to be available to work flexibly across all our Trust locations to meet service demands.

This advert may be closed early if sufficient applications are received.

COVID-19 vaccination remains the best way to protect yourself and our patients from the virus when working in our healthcare settings. Whilst this vaccination is not a condition of employment we do encourage our staff to get vaccinated.

Internal Candidates: staff employed prior to merger who voluntarily change jobs will be appointed to UHD terms and conditions.

Employer certification / accreditation badges

Name: Tracey Shuttlewood, Job title: Surgery Secretariat Operations Manager, Email: tracey.shuttlewood@nhs.net, Telephone: 07356 314470

Alison Rostern - Urology Operational Support Manager, Email: a.rostern@nhs.net