Job summary
Part Time 22.5 hours. Fixed Term for 12 months
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.
- 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.
- 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.
- 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.
About us
St Helens & Knowsley Teaching Hospitals NHS Trust is the only acute Trust in Cheshire and Merseyside and one of the few in the country to achieve OUTSTANDING rated by the Care Quality Commission.
We provide a full range of acute adult services to our local population of circa 360,000 and provide tertiary services across the North West, North Wales, and Isle of Man. We are a Major Trauma Unit and the Mersey Regional Burns Unit.
Our '5 Star Patient Care' strategy is at the heart of what we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.
Our latest achievements include:
- Acute Trust of the Year HSJ Awards November 2019
- Trust rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Best acute Trust in the North West for quality of care (NHS Staff Survey 2021)
- Best place to work in the North West (NHS Staff Survey 2021)
- Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
In the NHS Staff Survey 2021 the Trust scored the highest marks in the North West for the following areas:
- Standard of care
- Best place to work
- Care of patients being the Trust's priority
- Staff engagement
- Staff morale
- Compassionate & inclusive
- Providing safe environments for staff
Please see attached Wellbeing & Benefits booklet for more information on our benefits for staff. Accessible version available upon request.
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.
- 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.
- 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.
- 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.
- Record sickness/absence, annual leave on ESR system.
- Carry out appraisals as appropriate
- 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 Manager
SAFEGUARDING RESPONSIBILITIES
- Comply with Trust Safeguarding Adults & 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 Adults / 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 someone 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
- 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.
- 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.
- 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.
- 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.
- Record sickness/absence, annual leave on ESR system.
- Carry out appraisals as appropriate
- 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 Manager
SAFEGUARDING RESPONSIBILITIES
- Comply with Trust Safeguarding Adults & 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 Adults / 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 someone 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 level/equivalent qualification/experience
- RSA/OCR or equivalent typing experience
Knowledge & Experience
Essential
- Word Processing Skills
- Audio-Typing Skills
- Microsoft Office Products Experience
- Ability to work as part of a team
Desirable
- Medical Terminology
- Minute Taking
- Significant experience working in an NHS environment
- Previous Medical Secretary Experience
- Medical Audio Typing
- Understanding of Trust Internal Policies as appropriate
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
- 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.
Person Specification
Qualifications
Essential
- Educated to GCSE level/equivalent qualification/experience
- RSA/OCR or equivalent typing experience
Knowledge & Experience
Essential
- Word Processing Skills
- Audio-Typing Skills
- Microsoft Office Products Experience
- Ability to work as part of a team
Desirable
- Medical Terminology
- Minute Taking
- Significant experience working in an NHS environment
- Previous Medical Secretary Experience
- Medical Audio Typing
- Understanding of Trust Internal Policies as appropriate
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
- 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.
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.
