Job summary
Employer heading
Centre Secretary
NHS AfC: Band 4
Job overview
Assist in the administrative arrangements for the Centre, providing a comprehensive clerical and secretarial service to the multidisciplinary clinical and non-clinical teams. With particular emphasis on supporting the Centre Manager and the Consultant in Rehabilitation Medicine with administrative duties. It is essential that you show initiative commensurate with the role and it is vital that confidentiality is maintained at all times. Ensure cross cover working at all times.
Main duties of the job
To provide a comprehensive service to Consultant, Centre Manager and multi disciplinary teams within the centre
Provide secretarial skills to team including audio typing of clinical letters.
Help to track patients referred into the Prosthetic & Wheelchair Service
Ensure patients are booked in for appropriate appointments and that all information is collected and input into the relevant Excel spreadsheets and computer systems .
Work as a team member within the Prosthetic & Wheelchair Centre .
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
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Detailed job description and main responsibilities
.1. Typing limb clinic and wheelchair assessments/recommendation letters and reports, ensuring copies are distributed as appropriate. Return files to appropriate location.
2. Taking and typing of minutes for Prosthetic & Wheelchair Centre meetings, typing of forms, reports, letters and other correspondence. Providing computer assistance to the clinical team with presentation of reports, seminars presentations etc.
3. Arrange domiciliary and school visits for the Consultant in Rehabilitation .
4. Deal with enquiries from Consultants, G.P's, Patients, Carers and members of the rehabilitation team.
5. Liaise closely with other Trust’s, consultants and their secretaries and other departments/services. Establish effective communication regarding patient information, their management and arrangement of specialist clinics.
6. Maintain the Consultant and Centre Manager's diaries and arrange ad hoc and regular meetings as directed by the Centre Manager. Answer telephone calls in the absence of Centre management staff.
7. Assist with the implementation and maintenance of centre databases and technology as required by the Centre team.
8. Maintain and update the Special Seating review database.
9. Assist with the production of activity information and utilise information gathering tools e.g. spread sheets, databases etc. on an ad hoc basis as requested.
10. Date, copy and distribute mail/information as required.
11. Maintain filing systems for Consultant, Centre Manager and other members of the team.
12. Provide support service (including cover for sickness and holidays) within the Centre, dealing with telephone calls and other ad-hoc enquiries.
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
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
Further details / informal visits contact
- Name
- Ann Connor
- Job title
- Centre Manager
- Email address
- [email protected]
- Telephone number
- 0151 529 8728
- Additional information
Kim Unsworth, Team Lead ,
0151 529 8730
Kimberley.Unsworth @liverpoolft.nhs.uk
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