Job summary
A part time position has arisen for an experienced, well-motivated and enthusiastic support secretary to join the Digestive Emergency Surgical Care Group. The appointee will work within an established secretarial team who have a commitment to improve our patient experience.The successful applicant must be able to undertake all administrative duties, be well organised, able to plan their own workload, work on their own initiative and work to strict deadlines.It is expected that applicants will have appropriate experience working in a medical environment and have a good understanding and knowledge of medical terminology and audio typing ; experience in the use of EPRO (clinic letter tool) would be advantageous.Digestive and Emergency Surgery is based across three sites ; Aintree University Hospital, Broadgreen Hospital, and the Royal Liverpool University Hospital. The successful candidate will be required to provide support across site with a base at the Aintree site.
Main duties of the job
To provide a comprehensive administration/audio typing service in dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties. Ensure cross cover working where possible.
About us
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.
We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
Aintree University Hospitalis the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility.Broadgreen Hospitalis home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Women's Hospitalspecialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. TheRoyal Liverpool University Hospitalis the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.
For roles at Liverpool Women's, visit their careers page.
Job description
Job responsibilities
- Type dictation from audio transcription of clinical correspondence and documentation.
- Quality check documentation completed in clinical administration support.
- Ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of speciality accordingly.
- Complete any tertiary referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patient is promptly reviewed. Check that follow up appointments are arranged in conjunction with patient pathway.
- To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
- Accurate use of patient information using the Patient administration System (PAS), including registration screen, checking patient details are correct, tracking of case-notes.
- Ensure all letters and discharge summaries are copied to the appropriate professionals, including patients.
- Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
- Take minutes of meetings, circulating to relevant groups.
- Obtain information as requested by line manager.
- Attend appropriate training, meetings and education sessions when required.
- Work with managers to review working practices, ways of working and find solutions to problems.
- Work with managers to improve quality and range of services, with resources being managed according to agreed policies and procedures.
- Ensure all mandatory training is up to date and report accordingly.
- General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.
Job description
Job responsibilities
- Type dictation from audio transcription of clinical correspondence and documentation.
- Quality check documentation completed in clinical administration support.
- Ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of speciality accordingly.
- Complete any tertiary referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patient is promptly reviewed. Check that follow up appointments are arranged in conjunction with patient pathway.
- To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
- Accurate use of patient information using the Patient administration System (PAS), including registration screen, checking patient details are correct, tracking of case-notes.
- Ensure all letters and discharge summaries are copied to the appropriate professionals, including patients.
- Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
- Take minutes of meetings, circulating to relevant groups.
- Obtain information as requested by line manager.
- Attend appropriate training, meetings and education sessions when required.
- Work with managers to review working practices, ways of working and find solutions to problems.
- Work with managers to improve quality and range of services, with resources being managed according to agreed policies and procedures.
- Ensure all mandatory training is up to date and report accordingly.
- General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.
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/Ability/Knowledge
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/Ability/Knowledge
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
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).
