Medical Secretary - Cardiothoracic

The closing date is 31 March 2026

An opportunity has arisen to join a busy and forward thinking team within the Cardiothoracic Department. The role is full time at 37.5 hours, worked over 5 days.

This is a readvertisement of TER14-26 previous applicants need not apply. There is no sponsorship for this role.

It is essential that you have secretarial experience and an NVQ in Business Administration (or equivalent).

If you are an enthusiastic, experienced and motivated person we welcome your application to join a secretarial team embedded within a proud and hardworking Unit. You will be responsible for a Cardiothoracic Consultant and their team. Your duties will include coordinating diaries, processing admin, completing validations, typing of clinics and managing a waiting list, ensuring a proactive approach to patient care.

Main duties will be coordinating diaries, processing admin, completing validations, typing of clinics and management of a waiting list etc. and ensuring a proactive approach to patient care.

To provide a comprehensive secretarial service to the Cardiothoracic Consultant Team including the Head of Department or visiting consultants (subject to change due to service needs and demands). The appointed will work in accordance with trust policy; manage clinic appointments, operative/procedure waiting lists using Carecube. Organise the workload with the Consultant Cardiothoracic surgeon and their team to ensure that an efficient service is provided and best use of theatre utilisation.

Act as a point of contact for all forms of communication for the Consultant surgeon and their team. Carry out secretarial duties in such a way as to make a direct and positive contribution to the organisation of the work. It is essential to exercise initiative commensurate within the role and it is vital that confidentiality be maintained at all times. In line with any review of services, the post holder may be expected to change working practices over time.

Blackpool Teaching Hospitals NHS Foundation Trust is ideally situated just a forty‑five minute drive from Manchester. The Trust provides services to the 440,000 residents of Blackpool, Fylde & Wyre and North Lancashire, as well as specialist tertiary care for Cardiac and Haematology patients.

As one of the United Kingdom's largest coastal resorts, Blackpool has plenty to offer its residents – it's not just a good place to work; it's a great place to live. In addition to its bustling centre and historic seafront, the town is world famous for its many attractions, including the famous Blackpool Tower. Blackpool also offers a number of scenic cycling routes round our local parks and across the surrounding countryside, as well as boasting panoramic views of the coast on its picturesque Promenade. Further afield, Blackpool also benefits from less than three‑hour connections via rail to Edinburgh in the north and London in the south.

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2. Using knowledge and experience you will be accountable for the day‑to‑day management of own and Consultants non‑clinical workload. The ability to prioritise work and working without supervision. Freedom to act on your own initiative and take responsibility for your actions.
   
3. To be administratively responsible for outpatient and operation theatre lists/procedures from initial inpatient/outpatient referral through to eventual discharge from the care of the Consultant.
   
4. Hold accurate databases to track pre‑operative waiting list patients, patients awaiting investigations and new referrals either internally or from district general hospitals. Establish efficient office systems through lean methodologies.
   
5. Using G2, typing and checking of own dictation prior to signing by Consultant and assisting with typing for team colleagues as and when time permits. i.e. team working.
   
6. To have an in‑depth understanding and responsibility for a wide range of office, administrative and secretarial procedures i.e. Clinical Coding of notes, Pharmacy documentation, HISS, Maxims, G2, Nexus, Outlook, Trust Policies and Waiting List Procedures.
   
7. Arrange patient admissions and co‑ordinating their pre‑admission to coincide with anaesthetist availability along with ensuring all pre‑operative tests are available to assist with the same‑day admissions pathway, ensuring all patients are admitted safely following all Trust guidance.
   
8. Prepare accurate theatre lists and distribute appropriately in a timely manner.
   
9. Following protocols, take responsibility to inform patients to stop certain medications prior to surgery and to start medication again, if appropriate, if surgery is cancelled.
   
10. Book frozen sections. Give blood bank adequate notice to allow for special arrangements to be made prior to surgery if any patient is known to have an unusual blood type etc.
    
11. Use own initiative but also work proactively within the team to ensure the speciality operates at maximum efficiency.
    
12. To monitor and maintain RTT pathways on the HISS system.
    
13. To understand Trust waiting list policies and awareness of regular updates are required for the Directorate to keep track of performance and monitor patient waiting times.
    
14. Assist with the arrangements for extra clinics on / off site in order to maintain the patient pathway target.
    
15. Responsible for day to day management and effectively handing over workload to colleagues during leave.
    
16. Use knowledge and experience to assist and monitor new secretarial staff in all aspects of the post, using the training packages to ensure that new staff are fully compliant in all the systems they need and to be done so in a timely manner.
    

Please see the attached Job Description & Person Specification for further information, and before applying for the position.

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• Excellent organisation and communication skills
  
• Ability to communicate at all levels
  
• Problem Solving
  
• Good IT and keyboard skills
  
• Excellent spelling and grammar
  
• Ability to work under pressure
  
• Willingness to be flexible to meet dept demands
  
• Efficient and enthusiastic
  
• Responsive/adaptable to change
  
• Ability to work on own initiative
  
• Team player
  

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• NVQ level 3 business admin (or equivalent)
  
• AMSPAR Diploma or equivalent experience
  

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• Previous secretarial experience
  
• Knowledge of Microsoft Office programmes
  
• Experience using G2 Speech Software
  
• Functional knowledge of hospital information systems (HISS/ORMIS/MAXIMS/NEXUS)
  
• Previous experience of working within the NHS
  
• Understanding of specialist medical terminology and procedures
  

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.