Job summary
An exciting opportunity has become available for an experienced Band 3 secretary/data administrator to join Clinical Haematology Liverpool Care Group, based at the Royal Liverpool Hospital.
The post holder will work closely with the Care Group Management Team and be responsible for delivery of a highly efficient and effective clerical support.
We are looking for someone who is proactive, with excellent interpersonal, organisational and communication skills to engage with patients and staff within and outside the Trust. The successful candidate should preferably have experience of working within an admin team in an NHS setting and have proficient keyboard skills. Knowledge of medical terminology would be an advantage.
We are looking for someone who is hardworking, flexible and is a good team player to join our friendly Haematology Team on a permanent, full-time basis.
Main duties of the job
To provide a comprehensive administration/audio typing service in dealing effectively and efficiently with processing of daily workloads within optimal key performance deadlines. To provide support to Data Manager with retrieval of clinical information from patient information systems and data entry.
About us
Liverpool University Hospitals NHS Foundation Trust consists of Aintree University Hospital, The Royal Liverpool University Hospital, Broadgreen Hospital and Liverpool University Dental Hospital. We serve a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the Northwest region and beyond.
Our organisation has a combined workforce of more than 13,000 staff, making it one of the largest employers in the region. It also has a successful Volunteers scheme, with more than 900 volunteers providing support in a variety of roles.
In its most recent inspection, the Care Quality Commission gave our Trust an overall rating of Requires Improvement.
Job description
Job responsibilities
1. Type dictation from audio transcription of clinical correspondence anddocumentation.2. Quality check documentation completed in clinical administration support.3. Ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of speciality accordingly.4. Complete any tertiary referrals to external Trusts and ensure these arecompleted on the PAS system. Keep track of referrals to ensure patient ispromptly reviewed. Check that follow up appointments are arranged inconjunction with patient pathway.5. Mentor, train and supervise relevant junior staff as required.6. Deal appropriately with concerns from staff in line with Trust policy.7. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.8. Accurate use of patient information using the Patient administration System (PAS), including registration screen, checking patient details are correct.9. Ensure all letters and discharge summaries are copied to the appropriateprofessionals, including patients.10. Ensure efficient audit processes in place concerning correspondence toensure quality levels maintained and rectify accordingly.11. Take minutes of meetings, circulating to relevant groups.12. Obtain information as requested by line manager.13. Attend appropriate training, meetings and education sessions when required14. Work with managers to review working practices, ways of working and find solutions to problems15. Work with managers to improve quality and range of services, with resources being managed according to agreed policies and procedures.16. Organise and order stationery as appropriate.17. Ensure all mandatory training is up to date and report accordingly.18. Record and input data onto databases and systems as appropriate.19. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure the office runs smoothly.20. General office duties, including incoming and outgoing mail, e-mail, fax,photocopying. Participate in housekeeping of office environment.* Any other duties required by line manager
Job description
Job responsibilities
1. Type dictation from audio transcription of clinical correspondence anddocumentation.2. Quality check documentation completed in clinical administration support.3. Ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of speciality accordingly.4. Complete any tertiary referrals to external Trusts and ensure these arecompleted on the PAS system. Keep track of referrals to ensure patient ispromptly reviewed. Check that follow up appointments are arranged inconjunction with patient pathway.5. Mentor, train and supervise relevant junior staff as required.6. Deal appropriately with concerns from staff in line with Trust policy.7. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.8. Accurate use of patient information using the Patient administration System (PAS), including registration screen, checking patient details are correct.9. Ensure all letters and discharge summaries are copied to the appropriateprofessionals, including patients.10. Ensure efficient audit processes in place concerning correspondence toensure quality levels maintained and rectify accordingly.11. Take minutes of meetings, circulating to relevant groups.12. Obtain information as requested by line manager.13. Attend appropriate training, meetings and education sessions when required14. Work with managers to review working practices, ways of working and find solutions to problems15. Work with managers to improve quality and range of services, with resources being managed according to agreed policies and procedures.16. Organise and order stationery as appropriate.17. Ensure all mandatory training is up to date and report accordingly.18. Record and input data onto databases and systems as appropriate.19. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure the office runs smoothly.20. General office duties, including incoming and outgoing mail, e-mail, fax,photocopying. Participate in housekeeping of office environment.* Any other duties required by line manager
Person Specification
Qualifications
Essential
- Educated to GCSE/O Level standard/equivalent
- RSA/OCR Level II or equivalent
- Word Processing/Audio typing Skills
- Knowledge of medical terminology and secretarial procedures
Experience
Essential
- Excellent I.T. skills with knowledge and experience of all Microsoft office packages
- Experience working in an NHS office environment
Skills
Essential
- Excellent communication skills
- Able to use own initiative and respond to new challenges
- Self motivated and able to work with limited supervision
- Manage/prioritise own workload
- Ability to accurately maintain computerise and manual filing/documentation system
- Ability to work as part of a team
- Ability to manage difficult/sensitive situations
- Ability and willingness to undertake further training as required
Desirable
- Knowledge of internal PAS system
- Ability to supervise and motivate a team
- Time management skills
- Excellent interpersonal and influencing skills
- Understanding of Trust internal policies as appropriate
Qualities/Attributes
Essential
- Able to adopt flexible approach when required
- Ability to build and maintain good working relationships
Other
Essential
- Understanding of confidential nature of role and awareness of Data Protection Act
Person Specification
Qualifications
Essential
- Educated to GCSE/O Level standard/equivalent
- RSA/OCR Level II or equivalent
- Word Processing/Audio typing Skills
- Knowledge of medical terminology and secretarial procedures
Experience
Essential
- Excellent I.T. skills with knowledge and experience of all Microsoft office packages
- Experience working in an NHS office environment
Skills
Essential
- Excellent communication skills
- Able to use own initiative and respond to new challenges
- Self motivated and able to work with limited supervision
- Manage/prioritise own workload
- Ability to accurately maintain computerise and manual filing/documentation system
- Ability to work as part of a team
- Ability to manage difficult/sensitive situations
- Ability and willingness to undertake further training as required
Desirable
- Knowledge of internal PAS system
- Ability to supervise and motivate a team
- Time management skills
- Excellent interpersonal and influencing skills
- Understanding of Trust internal policies as appropriate
Qualities/Attributes
Essential
- Able to adopt flexible approach when required
- Ability to build and maintain good working relationships
Other
Essential
- Understanding of confidential nature of role and awareness of Data Protection Act
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
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).
