Job summary
The Surgical Care Group at Whiston Hospital is looking to appoint a Medical Secretary to provide a comprehensive service with the minimum of supervision within the Surgical Care Teams.
The successful applicant will be able to organise their own workload, co-ordinate workload activities with other secretaries in the team and liaise directly with the Personal Medical Secretary. The successful candidate will be of a pleasant disposition, have excellent interpersonal skills and a friendly telephone manner.
Applicants will be proficient in the use of audio-typing and word-processing packages and ideally qualified to at least RSA Level 3/OCR typing/word-processing or equivalent. Knowledge of medical terminology is essential. Possession of the AMSPAR certificate is desirable. Experience of using Microsoft Office software and the Medway system is an advantage but training will be provided if necessary.
There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you are able to work on your own initiative.
Main duties of the job
- To quality check documentation completed in clinical administration support
- Audit reports bi-monthly against KPI's (key performance indicators)
- Mentor, train and supervise relevant staff as required by the Administration Services Co-ordinator
- Ensure all outgoing post is sent out within 24 hours of signing
- Type dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly
- Deal appropriately with concerns from staff in line with Trust policy
- 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 to check patient details are correct
- Distributing departmental equipment and maintaining a log of lending including equipment used by patients in the community. Liaise with equipment pool when required.
About us
The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1stJuly we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
- CAREthat is evidence based, high quality and compassionate
- SAFETY that is of the highest standards
- COMMUNICATION that is open, inclusive and respectful
- SYSTEMS that are efficient, patient centred and reliable
- PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
- Trust rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
KEY DUTIES
- To quality check documentation completed in clinical administration support
- Audit reports bi-monthly against KPIs (key performance indicators)
- Mentor, train and supervise relevant staff as required by the Administration Services Co-ordinator
- Ensure all outgoing post is sent out within 24 hours of signing
- Type dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly
- Deal appropriately with concerns from staff in line with Trust policy
- 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 to check patient details are correct
- Distributing departmental equipment and maintaining a log of lending including equipment used by patients in the community. Liaise with equipment pool when required
- Accurately recording all clinical activity on the Somerset database
- Create, maintain and dispose of departmental patient referral files
- Updating and maintaining internal databases including clinical audit and MDT information as the department requires
- Maintaining a stock of clinically required departmental forms
- Liaising with community based clinical teams
- Receive cash/cheque donations to Trust; provide receipt/letter of confirmation
- Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly
- Print off EIS reports for discharges
- Taking minutes of meetings and circulating to relevant groups
- Obtain information requested by Administration Services Co-Ordinator.
- Ensure all mandatory training is up to date and report accordingly
- Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly
- General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment
- Attend appropriate training, meetings and education sessions at the request of manager
- Work with managers to review working practices, ways of working and find solutions to problems
- To work in a flexible manner in accordance with the Trust Policy
- Any other duties required by Line Manager
Job description
Job responsibilities
KEY DUTIES
- To quality check documentation completed in clinical administration support
- Audit reports bi-monthly against KPIs (key performance indicators)
- Mentor, train and supervise relevant staff as required by the Administration Services Co-ordinator
- Ensure all outgoing post is sent out within 24 hours of signing
- Type dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly
- Deal appropriately with concerns from staff in line with Trust policy
- 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 to check patient details are correct
- Distributing departmental equipment and maintaining a log of lending including equipment used by patients in the community. Liaise with equipment pool when required
- Accurately recording all clinical activity on the Somerset database
- Create, maintain and dispose of departmental patient referral files
- Updating and maintaining internal databases including clinical audit and MDT information as the department requires
- Maintaining a stock of clinically required departmental forms
- Liaising with community based clinical teams
- Receive cash/cheque donations to Trust; provide receipt/letter of confirmation
- Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly
- Print off EIS reports for discharges
- Taking minutes of meetings and circulating to relevant groups
- Obtain information requested by Administration Services Co-Ordinator.
- Ensure all mandatory training is up to date and report accordingly
- Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly
- General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment
- Attend appropriate training, meetings and education sessions at the request of manager
- Work with managers to review working practices, ways of working and find solutions to problems
- To work in a flexible manner in accordance with the Trust Policy
- Any other duties required by Line Manager
Person Specification
Qualifications
Essential
- Educated to GCSE level/equivalent qualification/experience
- RSA/OCR III or equivalent qualification/experience
Knowledge & Experience
Essential
- Microsoft Office Products Experience
- Ability to work as part of a team
- Word Processing Skills
- Audio-Typing Skills
Desirable
- Minute Taking
- Significant experience working in an NHS environment
- Previous Medical Secretary Experience
- Medical Audio Typing
- Understanding of Trust Internal Policies as appropriate
- Medical Terminology
- Shorthand/Speedwriting Skills
Skills
Essential
- Excellent IT Skills
- Excellent communication skills
- Ability to manage/prioritise own workload
- Excellent Word Processing and Keyboard skills
- Ability to accurately maintain computerised and manual filing/documentation systems
Desirable
- Time Management Skills
- Knowledge of Trust computer systems
Other
Essential
- Ability to use own initiative and work independently
- Capability to adapt to most situations
- Ability to manage difficult/sensitive situations
- Able to work the hours and undertake duties required
- Ability to travel across hospital sites when required
- Possess a friendly and approachable personality
- Ability to show understanding and appreciation
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
- Understanding of confidential nature of role and awareness of Data Protection Act.
Desirable
- Excellent interpersonal skills
Person Specification
Qualifications
Essential
- Educated to GCSE level/equivalent qualification/experience
- RSA/OCR III or equivalent qualification/experience
Knowledge & Experience
Essential
- Microsoft Office Products Experience
- Ability to work as part of a team
- Word Processing Skills
- Audio-Typing Skills
Desirable
- Minute Taking
- Significant experience working in an NHS environment
- Previous Medical Secretary Experience
- Medical Audio Typing
- Understanding of Trust Internal Policies as appropriate
- Medical Terminology
- Shorthand/Speedwriting Skills
Skills
Essential
- Excellent IT Skills
- Excellent communication skills
- Ability to manage/prioritise own workload
- Excellent Word Processing and Keyboard skills
- Ability to accurately maintain computerised and manual filing/documentation systems
Desirable
- Time Management Skills
- Knowledge of Trust computer systems
Other
Essential
- Ability to use own initiative and work independently
- Capability to adapt to most situations
- Ability to manage difficult/sensitive situations
- Able to work the hours and undertake duties required
- Ability to travel across hospital sites when required
- Possess a friendly and approachable personality
- Ability to show understanding and appreciation
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
- Understanding of confidential nature of role and awareness of Data Protection Act.
Desirable
- Excellent interpersonal skills
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.
