Medical Secretary

Mersey and West Lancashire Teaching Hospitals NHS Trust

This job is now closed

Job summary

Part time 23.75 hours per week.

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.

Please be advised this may close early than expected.

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.
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.
Record sickness/absence, annual leave on ESR system.
Carry out appraisals as appropriate.

For more information please refer to the job description and person specification which will outline the duties of the role.

About us

The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.

From 1st July 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

Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.

Date posted

17 April 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

409-6138906

Job locations

Merseyside and West Lancashire Teaching Hospitals NHS Trust - Whiston Hospital

Warrington Road

Prescot

L35 5DR

Job description

Job responsibilities

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 RESPONSIBILITES

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.

GENERAL DUTIES

To observe the provisions of and adhere to all Trust policies and procedures.
To actively participate in the annual performance review to identify personal development needs.
To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust Statement of Policy on Health and Safety at Work and the Trust corporate Health and Safety Policies and Procedures. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently, and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.
The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
All staff will be treated with respect by management, colleagues, patients, and visitors and equally staff will treat management, colleagues, patients, and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.
You will be expected to undertake the Trusts commitment to safeguarding and promoting the welfare of children, young people, and vulnerable adults.
To ensure that when creating, managing, and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures, and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous.
In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan and/or appraisal.
To adhere to relevant Code of Practice of Professional body (if appropriate).
The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trusts continued organisational development.
To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the www.gov.uk website. Hard copies are available from the HR Department on request.
The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.

Job description

Job responsibilities

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 RESPONSIBILITES

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.

GENERAL DUTIES

To observe the provisions of and adhere to all Trust policies and procedures.
To actively participate in the annual performance review to identify personal development needs.
To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust Statement of Policy on Health and Safety at Work and the Trust corporate Health and Safety Policies and Procedures. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently, and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.
The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
All staff will be treated with respect by management, colleagues, patients, and visitors and equally staff will treat management, colleagues, patients, and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.
You will be expected to undertake the Trusts commitment to safeguarding and promoting the welfare of children, young people, and vulnerable adults.
To ensure that when creating, managing, and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures, and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous.
In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan and/or appraisal.
To adhere to relevant Code of Practice of Professional body (if appropriate).
The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trusts continued organisational development.
To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the www.gov.uk website. Hard copies are available from the HR Department on request.
The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.

Person Specification

Qualifications

Essential

Educated to GSCE level/equivalent qualification/experience
RSA/OCR III or equivalent experience
Word Processing Skills
Audio-Typing Skills
Medical Terminology

Desirable

Shorthand/Speedwriting Skills

Knowledge

Essential

Microsoft Office Products Experience
Ability to work as part of a team

Desirable

Minute Taking
Significant experience working in and NHS enviroment
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

Qualities

Essential

Ability to use own initiative and work independently
Capability to adapt to most situations
Reliable and conscientious
Ability to manage difficult/sensitive situations
Able to work the hours and undertake duties required

Desirable

Excellent interpersonal skills

Other

Essential

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.
Capability to adapt to most situations
Ability to manage difficult/sensitive situations
Able to work the hours and undertake duties required
Ability to use own initiative and work independently

Desirable

Excellent interpersonal skills

Person Specification

Qualifications

Essential

Educated to GSCE level/equivalent qualification/experience
RSA/OCR III or equivalent experience
Word Processing Skills
Audio-Typing Skills
Medical Terminology

Desirable

Shorthand/Speedwriting Skills

Knowledge

Essential

Microsoft Office Products Experience
Ability to work as part of a team

Desirable

Minute Taking
Significant experience working in and NHS enviroment
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

Qualities

Essential

Ability to use own initiative and work independently
Capability to adapt to most situations
Reliable and conscientious
Ability to manage difficult/sensitive situations
Able to work the hours and undertake duties required

Desirable

Excellent interpersonal skills

Other

Essential

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.
Capability to adapt to most situations
Ability to manage difficult/sensitive situations
Able to work the hours and undertake duties required
Ability to use own initiative and work independently

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.

Certificate of Sponsorship

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