Job summary
To provide administrative / secretarial service to the Theatre Management Team. Dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties. Ensure cross cover with colleagues working where appropriate.
The JD & PS are currently under AfC review and are subject to change.
Main duties of the job
Live typing of operation notes
Plan & organise meetings, take minutes.
printing of theatre lists and prepping for weekly list planning meetings.
To support the Theatre Management Team to produce and circulate rota's as and when requested. Including liaising with all levels of staff, internally and externally
To answer the telephone promptly and politely, telephoning other staffing departments orpatients where appropriate using tact, discretion and empathy in all situations.
Organise and order stationary items as appropriate
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.
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.
You will be expected to undertake the Trusts' commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
Job description
Job responsibilities
Plan, organise meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance.Understanding of Microsoft Teams, how to record and present documentation.Taking minutes of meetings (Microsoft Teams and face to face) and circulating to relevant groups. Sending out agendas and arranging meeting venues as requested by Theatre Management Team.To support the Theatre Management Team to produce and circulate rotas as and when requested. Including liaising with all levels of staff, internally and externally.Co-ordinate and monitor compliance with mandatory training and appraisal activity for all the Theatre Teams and reporting compliance.Co-ordinate and monitor compliance with golden patient and complete spreadsheet daily, in the absence of the Forward Wait Co-ordinator.Type up action plans needed for relevant areas including Human Resources, Infection Prevention, Pharmacy, Controlled Drugs, Care Indicator AuditsProvide a full administrative and secretarial support service to all Operational Theatre Managers/Co-ordinators/Band 6s within the Department, across both Whiston and St Helens Hospital sites.Type up operation notes from verbal dictation, ensuring saved on the system and copy printed2for patient health records. To answer the telephone promptly and politely, telephoning other staffing departments orpatients where appropriate using tact, discretion and empathy in all situations. Record sickness/absence and annual leave for all theatre teams/staff on eRoster system. In theabsence of Theatre Management Team as and when requested Organise and order stationary items as appropriate. Ensure efficient processes are in place to ensure quality levels maintained and rectifyaccordingly on all correspondence produced. Mentor, train and supervise relevant staff as required by the Administration Services Coordinator. Update Theatre Management System to accurately reflect all changes or additions to theatresessions, make any real time amendments when requested. Printing off theatre lists and callcards for each theatre the night before or the morning of the list, if the list has changed. Provide and collate the theatre lists and theatres schedules for the weekly list planning meeting. Full utilisation of the roll locks management on Theatre Management System to unlock any staffon the system. Requesting smartcards for all theatre and unlocking of smartcards in real time. Liaise with I.T., theatre staff and theatre manager regarding any system failures and makingsure all problems are logged. On notification from I.T. test the system prior to informing staff tore-use. Ensuring that contingency plans are adhered to and data capture forms are available onrequest and also input data retrospectively on Opera when required. Liaise with the theatre education and training co-ordinator and I.T. to organise update trainingfor staff and new starters. Teach/update staff when patches or upgrades to the system areintroduced. This is both for Theatre Management System or any other system that is requiredwithin the theatre setting. Regularly highlight inaccuracies on system to theatre team leaders, requesting errors andomissions to be rectified in real time to ensure data quality is to high standard. Type dictation from audio transcription of clinical correspondence and documentation. Ensuringappropriate follow up arrangements /investigations are in place. Liaise with Personal MedicalSecretary of specialty accordingly. Complete any Tertiary Referrals to external Trusts and ensure these are completed on PASsystem. Keep track of referrals to ensure patient is reviewed promptly. Check that follow upappointments are arranged in conjunction with Referral To Treat (RTT) patient pathway. Accurate use of patient information using the Patient Administration System (PAS), includingregistration screen to check patient details are correct. Cover reception desk in absence of Clerical Administrator Cover any duties requested by your manager in absence of Theatre Admin Co-ordinator Deal appropriately with concerns from staff in line with Trust policy3 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 toensure office runs smoothly. General office duties including copy typing of any reports needed, dealing with incoming andoutgoing mail, e-mail, fax, photocopying, filing. Participate in housekeeping of the officeenvironment. 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 toproblems. To work in a flexible manner in accordance with the Trust Policies and Procedures. Follow Departmental Standard Operating Procedures and Administration Working Guidelines. Any other duties required by Line Manager or Operational Theatre Manager (or nominateddeputies).
Job description
Job responsibilities
Plan, organise meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance.Understanding of Microsoft Teams, how to record and present documentation.Taking minutes of meetings (Microsoft Teams and face to face) and circulating to relevant groups. Sending out agendas and arranging meeting venues as requested by Theatre Management Team.To support the Theatre Management Team to produce and circulate rotas as and when requested. Including liaising with all levels of staff, internally and externally.Co-ordinate and monitor compliance with mandatory training and appraisal activity for all the Theatre Teams and reporting compliance.Co-ordinate and monitor compliance with golden patient and complete spreadsheet daily, in the absence of the Forward Wait Co-ordinator.Type up action plans needed for relevant areas including Human Resources, Infection Prevention, Pharmacy, Controlled Drugs, Care Indicator AuditsProvide a full administrative and secretarial support service to all Operational Theatre Managers/Co-ordinators/Band 6s within the Department, across both Whiston and St Helens Hospital sites.Type up operation notes from verbal dictation, ensuring saved on the system and copy printed2for patient health records. To answer the telephone promptly and politely, telephoning other staffing departments orpatients where appropriate using tact, discretion and empathy in all situations. Record sickness/absence and annual leave for all theatre teams/staff on eRoster system. In theabsence of Theatre Management Team as and when requested Organise and order stationary items as appropriate. Ensure efficient processes are in place to ensure quality levels maintained and rectifyaccordingly on all correspondence produced. Mentor, train and supervise relevant staff as required by the Administration Services Coordinator. Update Theatre Management System to accurately reflect all changes or additions to theatresessions, make any real time amendments when requested. Printing off theatre lists and callcards for each theatre the night before or the morning of the list, if the list has changed. Provide and collate the theatre lists and theatres schedules for the weekly list planning meeting. Full utilisation of the roll locks management on Theatre Management System to unlock any staffon the system. Requesting smartcards for all theatre and unlocking of smartcards in real time. Liaise with I.T., theatre staff and theatre manager regarding any system failures and makingsure all problems are logged. On notification from I.T. test the system prior to informing staff tore-use. Ensuring that contingency plans are adhered to and data capture forms are available onrequest and also input data retrospectively on Opera when required. Liaise with the theatre education and training co-ordinator and I.T. to organise update trainingfor staff and new starters. Teach/update staff when patches or upgrades to the system areintroduced. This is both for Theatre Management System or any other system that is requiredwithin the theatre setting. Regularly highlight inaccuracies on system to theatre team leaders, requesting errors andomissions to be rectified in real time to ensure data quality is to high standard. Type dictation from audio transcription of clinical correspondence and documentation. Ensuringappropriate follow up arrangements /investigations are in place. Liaise with Personal MedicalSecretary of specialty accordingly. Complete any Tertiary Referrals to external Trusts and ensure these are completed on PASsystem. Keep track of referrals to ensure patient is reviewed promptly. Check that follow upappointments are arranged in conjunction with Referral To Treat (RTT) patient pathway. Accurate use of patient information using the Patient Administration System (PAS), includingregistration screen to check patient details are correct. Cover reception desk in absence of Clerical Administrator Cover any duties requested by your manager in absence of Theatre Admin Co-ordinator Deal appropriately with concerns from staff in line with Trust policy3 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 toensure office runs smoothly. General office duties including copy typing of any reports needed, dealing with incoming andoutgoing mail, e-mail, fax, photocopying, filing. Participate in housekeeping of the officeenvironment. 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 toproblems. To work in a flexible manner in accordance with the Trust Policies and Procedures. Follow Departmental Standard Operating Procedures and Administration Working Guidelines. Any other duties required by Line Manager or Operational Theatre Manager (or nominateddeputies).
Person Specification
Qualifications
Essential
- GSCE Standard or Higher
- RSA/OCR or equivalent typing experience
Experience
Essential
- Good English Language Skills
- Word Processing Skills
- Audio-Typing Skills
- Microsoft Office Products Experience
- Ability to work as part of a team
Desirable
- Medical Terminology
- Minute Taking
- 2 years' 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
- Reliable and conscientious
- Ability to manage difficult/sensitive situations
- Able to work the hours and undertake duties required
- 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.
Desirable
- Excellent interpersonal skills
Person Specification
Qualifications
Essential
- GSCE Standard or Higher
- RSA/OCR or equivalent typing experience
Experience
Essential
- Good English Language Skills
- Word Processing Skills
- Audio-Typing Skills
- Microsoft Office Products Experience
- Ability to work as part of a team
Desirable
- Medical Terminology
- Minute Taking
- 2 years' 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
- Reliable and conscientious
- Ability to manage difficult/sensitive situations
- Able to work the hours and undertake duties required
- 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.
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.
