Job summary
An exciting opportunity has arisen to join Team MWL as a Medical Secretary Apprentice in our Surgical Care Administration based at Whiston and St Helens.
Permanent position commencing on a training role, for a period of 23 months under Annex 21 requirements. On successful completion of the training the post holder will become Medical Secretary on Band 3.
As an apprenticeship this role is supported by an accompanying assessment and skills development programme, during which the post holder will gain the skills and knowledge relevant for this role. Learning will be a mix of in the workplace, formal on and off the job training, and the opportunity to practise new skills in a real work environment. On successful completion of their Apprenticeship, they will have the right knowledge, skills, and behaviours they need for their chosen role.
Main duties of the job
- Type dictation from audio transcription of clinical correspondence and documentation in line with Administration Working Guidelines. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly.
- Complete any Tertiary Referrals to external Trusts and ensure these are completed 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.
- Accurate use of patient information using the Patient Administration System (PAS), including registration screen to check patient details are correct.
- To quality check documentation completed in clinical administration support.
- Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
- Audit reports bi-monthly against KPI's (key performance indicators).
- Deal appropriately with concerns from staff in line with Trust policy.
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
- Type dictation from audio transcription of clinical correspondence and documentation in line with Administration Working Guidelines. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly.
- Complete any Tertiary Referrals to external Trusts and ensure these are completed 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.
- Accurate use of patient information using the Patient Administration System (PAS), including registration screen to check patient details are correct.
- To quality check documentation completed in clinical administration support.
- Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
- Audit reports bi-monthly against KPIs (key performance indicators).
- 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.
- Print off EIS reports for ICE discharges.
- Taking minutes of meetings and circulating to relevant groups.
- Obtain information requested by Administration Services Co-Ordinator.
- Organise and order stationary items as appropriate.
- 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 Manage
SAFEGUARDING RESPONSIBILITIES
- Comply with Trust Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust, this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents.
- Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your Consultant. Type any medical reports for child protection cases as requested by the Consultant, nurse, or junior medical staff. Arrange multi-professional meetings regarding child protection/child in need cases. Minute multi-professional meetings as necessary.
- Provide administrative support for the Named Consultant and Named Nurse for Safeguarding Children
- Know about the range of physical abuse, emotional abuse, neglect, and sexual abuse.
- Be able to recognise signs of abuse appropriate to role and what action to take.
- Know what to do if concerned that a child is being abused.
- Know about the Trusts local policies/procedures.
- Understand the importance of sharing information, how it can help and the dangers of not sharing information.
- Be able to recognise signs of child abuse as this relates to their role. e.g., observe inappropriate parenting, an unusually quiet and withdrawn child etc.
- Be able to seek advice and report concerns, ensuring that they are listened to.
Job description
Job responsibilities
KEY DUTIES
- Type dictation from audio transcription of clinical correspondence and documentation in line with Administration Working Guidelines. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly.
- Complete any Tertiary Referrals to external Trusts and ensure these are completed 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.
- Accurate use of patient information using the Patient Administration System (PAS), including registration screen to check patient details are correct.
- To quality check documentation completed in clinical administration support.
- Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
- Audit reports bi-monthly against KPIs (key performance indicators).
- 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.
- Print off EIS reports for ICE discharges.
- Taking minutes of meetings and circulating to relevant groups.
- Obtain information requested by Administration Services Co-Ordinator.
- Organise and order stationary items as appropriate.
- 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 Manage
SAFEGUARDING RESPONSIBILITIES
- Comply with Trust Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust, this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents.
- Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your Consultant. Type any medical reports for child protection cases as requested by the Consultant, nurse, or junior medical staff. Arrange multi-professional meetings regarding child protection/child in need cases. Minute multi-professional meetings as necessary.
- Provide administrative support for the Named Consultant and Named Nurse for Safeguarding Children
- Know about the range of physical abuse, emotional abuse, neglect, and sexual abuse.
- Be able to recognise signs of abuse appropriate to role and what action to take.
- Know what to do if concerned that a child is being abused.
- Know about the Trusts local policies/procedures.
- Understand the importance of sharing information, how it can help and the dangers of not sharing information.
- Be able to recognise signs of child abuse as this relates to their role. e.g., observe inappropriate parenting, an unusually quiet and withdrawn child etc.
- Be able to seek advice and report concerns, ensuring that they are listened to.
Person Specification
Qualifications
Essential
- Educated to GCSE Grade C/4 in English and Maths and/or equivalent qualification. For those with an education, health and care plan or legacy statement, the Apprenticeship's English and maths minimum requirement is Entry Level 3. A British Sign Language (BSL) qualification is equivalent to the English qualification for those whose primary language is BSL.
- Level 3 Medical Business Administration Apprenticeship
Knowledge & Experience
Essential
- Able to communicate with a range of people, in a way that is clear and understood.
- Demonstrate an ability to work as part of a teamwork to achieve a common goal.
- Can plan, organise, and effectively prioritise tasks to achieve the required objectives.
- Can effectively manage own time and activity to meet deadlines.
- Demonstrates an understanding of the NHS.
- Microsoft Office Experience
- Ability to work as part of a team
Skills
Essential
- Excellent communication skills
- Ability to manage/prioritise own workload
- Good Keyboard skills
- Ability to use own initiative
- Capability to adapt to most situations
- Reliable and conscientious
Desirable
- Good interpersonal skills
Other
Essential
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
Person Specification
Qualifications
Essential
- Educated to GCSE Grade C/4 in English and Maths and/or equivalent qualification. For those with an education, health and care plan or legacy statement, the Apprenticeship's English and maths minimum requirement is Entry Level 3. A British Sign Language (BSL) qualification is equivalent to the English qualification for those whose primary language is BSL.
- Level 3 Medical Business Administration Apprenticeship
Knowledge & Experience
Essential
- Able to communicate with a range of people, in a way that is clear and understood.
- Demonstrate an ability to work as part of a teamwork to achieve a common goal.
- Can plan, organise, and effectively prioritise tasks to achieve the required objectives.
- Can effectively manage own time and activity to meet deadlines.
- Demonstrates an understanding of the NHS.
- Microsoft Office Experience
- Ability to work as part of a team
Skills
Essential
- Excellent communication skills
- Ability to manage/prioritise own workload
- Good Keyboard skills
- Ability to use own initiative
- Capability to adapt to most situations
- Reliable and conscientious
Desirable
- Good interpersonal skills
Other
Essential
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for 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.
