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Job summary

Main area
Clerical
Grade
Band 4
Contract
Fixed term: 12 months
Hours
Full time - 37.5 hours per week
Job ref
287-DSS-253-24
Employer
Liverpool University Hospitals NHS Foundation Trust
Employer type
NHS
Site
Aintree University Hospital
Town
Liverpool
Salary
£25,147 - £27,596 per annum
Salary period
Yearly
Closing
21/05/2024 23:59

Employer heading

Liverpool University Hospitals NHS Foundation Trust logo

Personal Medical Secretary

Band 4

Job overview

This busy Radiology Department based on the Aintree site has a 12 month Fixed Term, full-time vacancy for an experienced Personal Medical Secretary.   

Candidates must possess excellent organisational, communication and IT skills to be able to provide a comprehensive service to the Consultant Radiologists with a minimum of supervision,  organising their own workload and co-ordinate activities with other secretaries.

The successful candidate must be self-motivated, work well under pressure and enjoy working with a diversity of people.  It is essential that you show initiative commensurate with the role and confidentiality should be maintained at all times.   Experience of working in a medical environment with a good understanding and knowledge of medical terminology is advantageous.  

The post holder will be expected to be flexible, ensuring cross cover working when required to ensure an efficient service is provided.    

All system training will be provided.

Main duties of the job

To provide a comprehensive service to the consultants and speciality teams, with the minimum of supervision. Organise your own workload and co-ordinate activities with other medical secretaries to ensure that an efficient service is provided. It is essential that you show initiative commensurate with the role and it is vital that confidentiality should be maintained at all times. Ensure cross cover working where possible.

Working for our organisation

Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.

The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.

The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.

It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.

To hear more about our achievements click here https://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf

Follow us on Social Media:

Facebook – Liverpool University Hospitals Careers

Instagram - @LUHFTcareers

Twitter - @LUHFTcareers

Detailed job description and main responsibilities

To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians. 

Support consultants in non clinical activities role by preparing presentation documents using relevant packages and arranging meetings, set agenda, circulate agenda/supporting papers as appropriate, and take minutes at meetings.

Ensure appropriate personnel are informed of consultant annual leave/study leave. Keep consultants informed of junior doctor leave, as it could have an effect on the service.

Organise and maintain consultant’s admissions. Cancel and add patients to the waiting list, as appropriate, ensuring lists are updated, and patients contacted. Liaise with waiting list office, anaesthetic department and ward. Complete and amend theatre lists appropriately.

Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly.  Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.

Deal with enquiries either on the telephone of face to face from patients, consultants, junior doctors and colleagues in an appropriate manner. 

Ensure all correspondence relating to patient care is acted upon in a timely manner.

Accurate check of patient demographics using the Patient Administration System (PAS), including registration screen, checking patients details are correct, and tracking of case-notes.

Record and input data onto databases and systems as appropriate

Person specification

Education/Qualifications

Essential criteria
  • Educated to GCSE/O Level standard/equivalent or higher
  • RSA/OCR Typing/Word processing Level 3 or equivalent
  • RSA/OCR Audio typing Skills Level 3
  • Knowledge of medical terminology
  • Secretarial Qualification or equivalent experience
Desirable criteria
  • ECDL or equivalent
  • Shorthand

Experience

Essential criteria
  • Excellent I.T. skills with knowledge and experience of all Microsoft office packages
  • Demonstrable experience working in an NHS office environment as a medical secretarial

Skills/Ability/Knowledge

Essential criteria
  • Ability to communicate professionally at all levels in a helpful courteous manner. First Class Communication Skills
  • Excellent Organisation Skills
  • Excellent Word Processing and Keyboard Skills
  • Ability to organise workload effectively and prioritise to meet deadlines
  • Ability to work individually or as part of a team
  • Legible handwriting
  • Experience or supervising and motivating a team
  • Time Management Skills
  • Excellent interpersonal and influencing skills
Desirable criteria
  • Knowledge of internal PAS system
  • Understanding of Trust internal policies as appropriate

Qualities/Attributes

Essential criteria
  • Capability to adapt to most situations
  • Eager to learn
  • Ability to maintain control of stressful/sensitive situations

Other Requirements

Essential criteria
  • Comply with Trust policies and procedures
  • Ability to show understanding and appreciation of the need to maintain confidentiality in all matters – Data Protection Act
  • Ability and willingness to undergo further training in accordance with the needs of the post

Employer certification / accreditation badges

Fair Employment Charter Status - Aspiring LevelNHS Pastoral Care Quality AwardApprenticeships logoNo smoking policyPositive about disabled peopleInvestors in PeopleArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Disability confident employerDisability confident committedStep into health

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Carole Williams
Job title
Senior Office Manager
Email address
[email protected]
Telephone number
0151 706 2783
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