Job summary
The Community & Clinical Group at Whiston Hospital is looking to appoint a Medical Secretary to provide a comprehensive service with the minimum of supervision within the Community & Clinical 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 provide a comprehensive administrative service in dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties. Ensure cross cover working where appropriate.
The Community & Clinical Group provides a full range of acute in-patient, out-patient, day case and emergency services to the local communities of Mersey & West Lancashire Teaching Hospital and out of area patients.
Interview Date - To Be Confirmed
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our Services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for 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.
- 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 follows 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
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 follows 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
Person Specification
Qualifications
Essential
- GSCE Standard or Higher
- RSA/OCR III or equivalent
- Good English Language Skills
- Word Processing Skills
- Audio-Typing Skills
- Medical Terminology
Desirable
- Shorthand/Speedwriting Skills
Knowledge & Experience
Essential
- Microsoft Office Products Experience
- Ability to work as part of a team
Desirable
- 2 years' experience working in an NHS environment
- Previous Medical Secretary Experience
- Medical Audio Typing
- Understanding of Trust Internal Policies as appropriate
- Minute Taking
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
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
Person Specification
Qualifications
Essential
- GSCE Standard or Higher
- RSA/OCR III or equivalent
- Good English Language Skills
- Word Processing Skills
- Audio-Typing Skills
- Medical Terminology
Desirable
- Shorthand/Speedwriting Skills
Knowledge & Experience
Essential
- Microsoft Office Products Experience
- Ability to work as part of a team
Desirable
- 2 years' experience working in an NHS environment
- Previous Medical Secretary Experience
- Medical Audio Typing
- Understanding of Trust Internal Policies as appropriate
- Minute Taking
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
- 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.
