Job summary
The post holder will provide comprehensive secretarial and administrative support within the Division of the Obstetric Unit. The post holder's main duties will include planning, organising, directing and coordinating the work of the department, diary management, meeting arrangement and booking, document creation, leave management, minute taking and minute generation, and email management as agreed.
The post holder will be a key interface for patient enquiries, correspondence, and supporting clinicians in managing clinical pathways, including results and information requests.
The post holder will be the key to administrative contact with the clinical teams and divisional managers. The post holder will also be expected to work with minimum supervision. They will be able to demonstrate flexibility and use their initiative to carry out duties in such a way as to make a direct and positive contribution to the organisation, thus enabling the Consultants to utilise their time efficiently and effectively. The post holder will provide a confident professional service to all patients whilst supporting them throughout their care pathway. Confidentiality must always be maintained. The post holder must adhere to TrustPolicies and Procedures at all times.
Main duties of the job
- Provide a professional clinical personal assistant service to an agreed set of clinicians.
- Provide expert support in using administrative software such as Microsoft applications,
- Provide administrative support to plan and organise MDT meetings as required.
- Liaise with clinical and non-clinical staff to resolve any issues that may arise to the mutual benefit of all concerned.
- Attend and contribute to departmental meetings, team briefs etc.
- Proactively manage telephone calls; many may be sensitive from patients/carers or other healthcare professionals.
- Responsible for providing accurate, up-to-date, non-clinical advice relating to queries in the department.
- Typing of minutes of meetings.
- Assist the management team in addressing any complaints within the agreed timescales which may have been received within the department.
- Undertake a key role in ensuring the delivery of a high-quality patient pathway by working closely with clinical teams to meet national and locally agreed targets by monitoring clinic templates and waiting lists and working closely with the management team to address any issues.
- Support the day-to-day organisation of the clinical teams by managing diaries, coordinating meetings, and ensuring appropriate documentation is available
- Proactively support the confirmation of the Clinician's availability, including managing consultant's diaries and annual leave and ensuring the correct clinics are open/closed accordingly.
About us
Liverpool Women's NHS Foundation Trust delivers the highest standards of care for women, babies and families. Each year we deliver over 7,500 babies, carry out over 49,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly & preterm newborns, perform around 1,000 IVF cycles and have over 4,000 genetic appointments taking place. We believe that this along with a strong dedication to research & innovation makes usthe specialist health provider of choice in Europe for women, babies and families.
We have some of the leading experts in their field, which has been showcased on national TV and news, making our teams famous across the world for professionalism, skill & compassion.
The Trust is constantly innovating and evolving it's services to provide the most cutting edge and modern care possible. As well as developing services on our current site we have long-term aspirations for the future. We have recently launched a number of new strategies which provide a detailed long-term plan for our services.
Check out why Liverpool Women's NHS Foundation Trust is a great place to work using the links below:
Video: https://vimeo.com/556197652
Online brochure: https://www.liverpoolwomens.nhs.uk/media/4121/recruitment-pack-great-place-to-work-16pp-v4-final.pdf
Job description
Job responsibilities
The post holder will provide comprehensive secretarial and administrative support to designated clinical teams as described as receiving support in the Service Specification. Undertaking a range of duties including diary management, meeting arrangement and booking, document creation, leave management, minute taking and minute generation, emailmanagement as agreed.
The post holder will be a key interface for patient enquiries, correspondence and for supporting clinicians in managing clinical pathways including results and information requests. The post holder will be the key point for administrative contact with the clinical teams and divisional managers.
Job description
Job responsibilities
The post holder will provide comprehensive secretarial and administrative support to designated clinical teams as described as receiving support in the Service Specification. Undertaking a range of duties including diary management, meeting arrangement and booking, document creation, leave management, minute taking and minute generation, emailmanagement as agreed.
The post holder will be a key interface for patient enquiries, correspondence and for supporting clinicians in managing clinical pathways including results and information requests. The post holder will be the key point for administrative contact with the clinical teams and divisional managers.
Person Specification
Skills, Knowledge & Aptitudes
Essential
- Excellent communication skills, both verbally and nonverbally when dealing with patients/relatives and other internal and external agencies especially when providing or receiving complex or sensitive information.
- Observe and adhere to all Trust policies and procedures
- Ability to demonstrate excellent leadership skills, including leading change, empowering others and holding people to account
- Ability to demonstrate an understanding of the importance of confidentiality and the Data Protection Act
Qualifications & Learning
Essential
- Educated to GCSE level or equivalent including English and Mathematics.
- European Computer Driving Licence (ECDL) Qualification or equivalent.
- Holds, currently studying towards or willing to undertake a Medical or General Secretarial qualification such as diploma, advanced diploma, professional certificate or equivalent.
Desirable
- BTEC or equivalent level of knowledge on a range of Trust policies and management procedures, requiring experience or ongoing further development/ training, e.g. Team Leading & Management
- NHS Experience
Experience
Essential
- Experience working in an office or administrative environment, preferably within a healthcare environment.
- Previous experience working in an NHS secretarial/personal assistant role
- Experience of audio-transcription letter generation service and diary management
- Demonstrate the ability to organise own duties and prioritise tasks within a busy team environment
- The use of information systems, e.g. word processing packages, spreadsheets, databases, patient administration systems, email etc
- Ability to work without direct supervision
- Be able to adopt a flexible approach when required by the needs of
Desirable
- Knowledge of a hospital based Patient Administration System
- Experience of audiotranscription letter generation service and diary management
Person Specification
Skills, Knowledge & Aptitudes
Essential
- Excellent communication skills, both verbally and nonverbally when dealing with patients/relatives and other internal and external agencies especially when providing or receiving complex or sensitive information.
- Observe and adhere to all Trust policies and procedures
- Ability to demonstrate excellent leadership skills, including leading change, empowering others and holding people to account
- Ability to demonstrate an understanding of the importance of confidentiality and the Data Protection Act
Qualifications & Learning
Essential
- Educated to GCSE level or equivalent including English and Mathematics.
- European Computer Driving Licence (ECDL) Qualification or equivalent.
- Holds, currently studying towards or willing to undertake a Medical or General Secretarial qualification such as diploma, advanced diploma, professional certificate or equivalent.
Desirable
- BTEC or equivalent level of knowledge on a range of Trust policies and management procedures, requiring experience or ongoing further development/ training, e.g. Team Leading & Management
- NHS Experience
Experience
Essential
- Experience working in an office or administrative environment, preferably within a healthcare environment.
- Previous experience working in an NHS secretarial/personal assistant role
- Experience of audio-transcription letter generation service and diary management
- Demonstrate the ability to organise own duties and prioritise tasks within a busy team environment
- The use of information systems, e.g. word processing packages, spreadsheets, databases, patient administration systems, email etc
- Ability to work without direct supervision
- Be able to adopt a flexible approach when required by the needs of
Desirable
- Knowledge of a hospital based Patient Administration System
- Experience of audiotranscription letter generation service and diary management
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.
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).
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.
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).
