Job summary
The Specialty Secretary forms the operational link between the Consultant Team, the service and the patient and will be expected to undertake the following key skills and competencies:
To develop an in depth knowledge of all aspects of the Consultant's role, liaising with professional bodies where medical staff have additional roles and special interests.
To apply knowledge of patient administration systems and Microsoft office products for updating/extracting patient information to support the patient pathway, as appropriate.
To be discerning in all aspect of the secretariat role, exercising independent judgement and initiative, as appropriate.
To be an effective communicator at all levels of the organisation and when dealing with external clinical stakeholders and exercising tact, sensitivity and discretion when dealing with patients and their relatives.
To be a team player, cross covering colleagues, acting as mentor to new staff members and supervising junior admin staff, where appropriate.
Main duties of the job
To provide a comprehensive service to the consultants and speciality teams, with the minimum of supervision. Organise your own workload and co-ordinate activities with other medical secretaries to ensure that an efficient service is provided. It is essential that you show initiative commensurate with the role and it is vital that confidentiality should be maintained at all times. Ensure cross coverworking where possible.
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 nursepractitioners/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 toensure patient is reviewed promptly. Check that follow up appointments are arranged inconjunction with Referral to Treat (RTT) patient pathway.
- Mentor, train and supervise relevant staff as required. Deal with annual leave requests andsickness 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.
Job description
Job responsibilities
- To provide a comprehensive service to consultants and speciality teams including nursepractitioners/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 toensure patient is reviewed promptly. Check that follow up appointments are arranged inconjunction with Referral to Treat (RTT) patient pathway.
- Mentor, train and supervise relevant staff as required. Deal with annual leave requests andsickness 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.
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
- 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 Word Processing and Keyboard Skills
- Ability to organise workload effectively and prioritise to meet deadlines
- Knowledge of internal PAS system
- Experience or supervising and motivating a team
- Excellent Organisation Skills
- Ability to work individually or as part of a team
- Legible handwriting
- Time Management Skills
- Excellent interpersonal and influencing skills
Desirable
- Understanding of Trust internal policies as appropriate
- Knowledge of internal PAS system
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
- 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 Word Processing and Keyboard Skills
- Ability to organise workload effectively and prioritise to meet deadlines
- Knowledge of internal PAS system
- Experience or supervising and motivating a team
- Excellent Organisation Skills
- Ability to work individually or as part of a team
- Legible handwriting
- Time Management Skills
- Excellent interpersonal and influencing skills
Desirable
- Understanding of Trust internal policies as appropriate
- Knowledge of internal PAS system
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).
