Job summary
The Community & Clinical Support Services Division at Whiston and St Helens Hospital sites are looking to appoint a Medical Secretary to provide a comprehensive service with the minimum of supervision for the Neurophysiology department.
The successful applicant will be able to organise their own workload, co-ordinate workload activities with other secretaries in the team. The successful candidates 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 CareFlow 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.
Monday 9am-2.30pm and Tuesday 9am-2pm
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
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 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. 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
GENERAL DUTIES
Record sickness/absence, annual leave and study leave for the team on the eRoster system in line with Annual Leave, Study Leave and Attendance Management Policy
Submit clinic cancellations / reductions following approval of annual leave and study leave, via Sostentuo for Patient Booking team to action.
To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
Organise and order stationary items as appropriate for the team.
Arranging meetings, agendas and taking minutes of meetings and circulating to relevant groups.
Support with audit reports / clinical audits as directed by Directorate Manager or Matron
Co-ordinate and monitor compliance with mandatory training and appraisal activity for the Neurophysiology Team and reporting compliance. Ensure all mandatory training and appraisals are up to date and recorded accordingly on ESR
When required, type dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place.
Ensuring that contingency plans are adhered to and data capture forms are available at all times for Major Incidents, and ensure all data is retrospectively entered onto the EPR system.
Deal appropriately with concerns from staff in line with Trust policy
Obtain information requested by Associate Directorate Manager, Directorate Manager or Matron.
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, 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 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
GENERAL DUTIES
Record sickness/absence, annual leave and study leave for the team on the eRoster system in line with Annual Leave, Study Leave and Attendance Management Policy
Submit clinic cancellations / reductions following approval of annual leave and study leave, via Sostentuo for Patient Booking team to action.
To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
Organise and order stationary items as appropriate for the team.
Arranging meetings, agendas and taking minutes of meetings and circulating to relevant groups.
Support with audit reports / clinical audits as directed by Directorate Manager or Matron
Co-ordinate and monitor compliance with mandatory training and appraisal activity for the Neurophysiology Team and reporting compliance. Ensure all mandatory training and appraisals are up to date and recorded accordingly on ESR
When required, type dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place.
Ensuring that contingency plans are adhered to and data capture forms are available at all times for Major Incidents, and ensure all data is retrospectively entered onto the EPR system.
Deal appropriately with concerns from staff in line with Trust policy
Obtain information requested by Associate Directorate Manager, Directorate Manager or Matron.
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, 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 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
- 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
- Minute Taking
- 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
- 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
- Time Management Skills
- Knowledge of Trust computer systems
- 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
- Minute Taking
- 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
- 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
- Time Management Skills
- Knowledge of Trust computer systems
- 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.
