Job summary
Band 4 Personal Medical Secretary - 37.5 hour per week
An exciting opportunity has arisen in the Radiology department for a Personal Medical Secretary
We are currently seeking keen, enthusiastic, self motivated and highly organised individuals with excellent communications skills to join our current team of Appointment staff.
The successful post holder will work as part of the Interventional Radiology administration team, providing a friendly and efficient PA & scheduling service. As well as having excellent organisational, communication and interpersonal skills. It is essential that applicants are able to prioritise work, handle difficult situations, have a flexible approach to working, work as part of a team and have experience in working in the NHS.
Main duties of the job
To provide a comprehensive PA service to Interventional Radiologists, consultants and speciality teams including nurse practitioners/clinicians.
To book patients into the dedicated Radiology Appointment System CRIS
To complete TMIS data entry
Organise and maintain consultant's admissions. Cancel and add patients to the waiting list, as appropriate, ensuring lists are updated, and patients contacted. Liaise with waiting list office, anaesthetic department and ward. Complete and amend theatre lists appropriately.
Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly.
About us
Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.
The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.
The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.
It serves 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 North West region and beyond.
To hear more about our achievements click herehttps://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf
Follow us on Social Media:
Facebook - Liverpool University Hospitals Careers
Instagram - @LUHFTcareers
Twitter - @LUHFTcareers
Job description
Job responsibilities
- To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians.
- Keep diary up to date, arrange appointments, and arrange travel and accommodation.
- Operate an effective bring forward system and filing system.
- To manage and maintain 18 week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded on PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway.
- Mentor, train and supervise relevant staff as required. Deal with annual leave requests and sickness absence return to work interviews.
- Support consultants in non clinical activities role by preparing presentation documents using relevant packages and arranging meetings, set agenda, circulate agenda/supporting papers as appropriate, and take minutes at meetings.
- Ensure appropriate personnel are informed of consultant annual leave/study leave. Keep consultants informed of junior doctor leave, as it could have an effect on the service.
- Organise and maintain consultants admissions. Cancel and add patients to the waiting list, as appropriate, ensuring lists are updated, and patients contacted. Liaise with waiting list office, anaesthetic department and ward. Complete and amend theatre lists appropriately.
- Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly.
- Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.
- Allocate and check the work of other staff
- Ensure sickness absence and annual leave of clinical staff is reported.
- Assist with the investigation and compilation of responses to complaints/incidents, helping to ensure this is done with the optimum deadlines set by the Trust.
- Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person.
- Carry out appraisals as appropriate
- Organise and order stationery as appropriate.
- Ensure all junior staff mandatory training is up to date and report accordingly.
- Deal with enquiries either on the telephone of face to face from patients, consultants, junior doctors and colleagues in an appropriate manner.
- Ensure all correspondence relating to patient care is acted upon in a timely manner.
- Accurate check of patient demographics using the Patient Administration System (PAS), including registration screen, checking patients details are correct, and tracking of case-notes.
- Assist with audit/research data collection as required.
- Obtain information as requested by line manager
- Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
- Train new and junior members of the team within own work area as required by line manager.
- Attend appropriate training and education sessions at the request of manager.
- General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.
- Work with managers to review working practices, ways of working and find solutions to problems.
- Implement policies and procedures for own area.
- Record and input data onto databases and systems as appropriate
- To work in a flexible manner in accordance with Trust Policy, and to check flexi time sheets for medical secretaries.
* Any other duties required by line manager
Job description
Job responsibilities
- To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians.
- Keep diary up to date, arrange appointments, and arrange travel and accommodation.
- Operate an effective bring forward system and filing system.
- To manage and maintain 18 week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded on PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway.
- Mentor, train and supervise relevant staff as required. Deal with annual leave requests and sickness absence return to work interviews.
- Support consultants in non clinical activities role by preparing presentation documents using relevant packages and arranging meetings, set agenda, circulate agenda/supporting papers as appropriate, and take minutes at meetings.
- Ensure appropriate personnel are informed of consultant annual leave/study leave. Keep consultants informed of junior doctor leave, as it could have an effect on the service.
- Organise and maintain consultants admissions. Cancel and add patients to the waiting list, as appropriate, ensuring lists are updated, and patients contacted. Liaise with waiting list office, anaesthetic department and ward. Complete and amend theatre lists appropriately.
- Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly.
- Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.
- Allocate and check the work of other staff
- Ensure sickness absence and annual leave of clinical staff is reported.
- Assist with the investigation and compilation of responses to complaints/incidents, helping to ensure this is done with the optimum deadlines set by the Trust.
- Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person.
- Carry out appraisals as appropriate
- Organise and order stationery as appropriate.
- Ensure all junior staff mandatory training is up to date and report accordingly.
- Deal with enquiries either on the telephone of face to face from patients, consultants, junior doctors and colleagues in an appropriate manner.
- Ensure all correspondence relating to patient care is acted upon in a timely manner.
- Accurate check of patient demographics using the Patient Administration System (PAS), including registration screen, checking patients details are correct, and tracking of case-notes.
- Assist with audit/research data collection as required.
- Obtain information as requested by line manager
- Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
- Train new and junior members of the team within own work area as required by line manager.
- Attend appropriate training and education sessions at the request of manager.
- General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.
- Work with managers to review working practices, ways of working and find solutions to problems.
- Implement policies and procedures for own area.
- Record and input data onto databases and systems as appropriate
- To work in a flexible manner in accordance with Trust Policy, and to check flexi time sheets for medical secretaries.
* Any other duties required by line manager
Person Specification
Education/Qualifications
Essential
- Educated to GCSE/O Level standard/equivalent or higher
- RSA/OCR Typing/Word processing Level 3 or equivalent
- RSA/OCR Audio typing Skills Level 3
- Knowledge of medical terminology
- Secretarial Qualification or equivalent experience
Desirable
- ECDL or equivalent
- Shorthand
Experience
Essential
- Excellent I.T. skills with knowledge and experience of all Microsoft office packages
- Demonstrable experience working in an NHS office environment as a medical secretarial
Skills/Ability/Knowledge
Essential
- Ability to communicate professionally at all levels in a helpful courteous manner. First Class Communication Skills
- Excellent Organisation Skills
- Excellent Word Processing and Keyboard Skills
- Ability to organise workload effectively and prioritise to meet deadlines
- Ability to work individually or as part of a team
- Legible handwriting
- Experience or supervising and motivating a team
- Time Management Skills
- Excellent interpersonal and influencing skills
Desirable
- Knowledge of internal PAS system
- Understanding of Trust internal policies as appropriate
Qualities/Attributes
Essential
- Capability to adapt to most situations
- Eager to learn
- Ability to maintain control of stressful/sensitive situations
Other Requirements
Essential
- Comply with Trust policies and procedures
- Ability to show understanding and appreciation of the need to maintain confidentiality in all matters - Data Protection Act
- Ability and willingness to undergo further training in accordance with the needs of the post
Person Specification
Education/Qualifications
Essential
- Educated to GCSE/O Level standard/equivalent or higher
- RSA/OCR Typing/Word processing Level 3 or equivalent
- RSA/OCR Audio typing Skills Level 3
- Knowledge of medical terminology
- Secretarial Qualification or equivalent experience
Desirable
- ECDL or equivalent
- Shorthand
Experience
Essential
- Excellent I.T. skills with knowledge and experience of all Microsoft office packages
- Demonstrable experience working in an NHS office environment as a medical secretarial
Skills/Ability/Knowledge
Essential
- Ability to communicate professionally at all levels in a helpful courteous manner. First Class Communication Skills
- Excellent Organisation Skills
- Excellent Word Processing and Keyboard Skills
- Ability to organise workload effectively and prioritise to meet deadlines
- Ability to work individually or as part of a team
- Legible handwriting
- Experience or supervising and motivating a team
- Time Management Skills
- Excellent interpersonal and influencing skills
Desirable
- Knowledge of internal PAS system
- Understanding of Trust internal policies as appropriate
Qualities/Attributes
Essential
- Capability to adapt to most situations
- Eager to learn
- Ability to maintain control of stressful/sensitive situations
Other Requirements
Essential
- Comply with Trust policies and procedures
- Ability to show understanding and appreciation of the need to maintain confidentiality in all matters - Data Protection Act
- Ability and willingness to undergo further training in accordance with the needs of the post
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).
