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Job summary

Main area
Secretarial
Grade
Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week (Monday to Friday)
Job ref
287-RMED-163-24-A
Employer
Liverpool University Hospitals NHS Foundation Trust
Employer type
NHS
Site
Royal Liverpool University Hospital FT
Town
Liverpool
Salary
£22,816 - £24,336 per annum
Salary period
Yearly
Closing
29/07/2024 23:59

Employer heading

Liverpool University Hospitals NHS Foundation Trust logo

Medical Secretary, Complex & Academic Medicine

Band 3

Job overview

An exciting opportunity has become available for an experienced, well motivated and enthusiastic Secretary to work in the Tropical & Infectious Disease department, supporting Consultants and their team.  The team sit under the Complex & Academic Medicine care group.

To provide a comprehensive administration/audio typing service in dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties.  Ensure cross cover working where possible.

It is expected that all applicants will have completed the AMSPAR course and have appropriate experience working in a medical environment and have a good understanding and knowledge of medical terminology, experience in the use of PAS, IPM, PENS, Unity and EPRO would be advantageous.

The successful candidates must be able to undertake all administrative duties, be well organised, able to plan their own workload, work on their own initiative and work to strict deadlines.  Excellent I.T. skills with knowledge and experience of all Microsoft office packages.  Experience of working in an NHS office environment as a Medical Secretary.

Understanding of Trust internal policies as appropriate.

For further information please contact Alison Ewart, Office Manager on 0151 706 3621.

Main duties of the job

An exciting permanent post has arisen for an experienced, well-motivated and enthusiastic secretary to work in the Tropical & Infectious Disease department, supporting Consultants and their team. The Infectious Disease Team sit under the Complex & Academic Medicine unit.

To provide a comprehensive administration/audio typing service in dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties. Ensure cross cover working where possible.

It is expected that all applicants will have completed the AMSPAR course and have appropriate experience working in a medical environment and have a good understanding and knowledge of medical terminology, experience in the use of PAS, IPM, PENS, Unity and EPRO would be advantageous.

The successful candidates must be able to undertake all administrative duties, be well organised, able to plan their own workload, work on their own initiative and work to strict deadlines.  Excellent I.T. skills with knowledge and experience of all Microsoft office packages.  Experience of working in an NHS office environment as a Medical Secretary.

Understanding of Trust internal policies as appropriate.

For further information please contact Alison Ewart, Office Manager on 0151 706 3621.

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

  • Type dictation from audio transcription of clinical correspondence, quality checking documentation.

  • Ensure appropriate follow up arrangements/investigations are in place.

  • Complete any tertiary referrals to external Trusts ensuring these are completed on the PAS system. Keep track of referrals to ensure patient is promptly reviewed. Check that follow up appointments are arranged in conjunction with patient pathway.

  • 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 checking patient details are correct and tracking case-notes.

  • Ensure all letters and discharge summaries are copied to the appropriate professionals, as well as patients.

  • Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.

  • Take minutes of meetings, circulating to relevant groups.

  • Obtain information as requested by line manager.

  • Attend appropriate training, meetings and education sessions when required.

  • Work with managers to review working practices, ways of working and find solutions to problems.

  • Support the team to improve quality and range of services, with resources being managed according to agreed policies and procedures.

  • Ensure all mandatory training is up to date and report accordingly.

  • Record and input onto systems as appropriate.

  • Be able to work as part of a team, promote effective flows in the department covering leave to ensure the office runs smoothly.

  • General office duties, including incoming and outgoing mail/email, scanning, printing, housekeeping of office environment, stationery ordering.

 

* Any other duties required by line manager

Person specification

Qualifications

Essential criteria
  • Educated to GCSE/O Level standard/equivalent
  • RSA/OCR Level II or equivalent
  • Word Processing/Audio typing Skills
  • Knowledge of medical terminology and secretarial procedures

Experience

Essential criteria
  • Excellent I.T. skills with knowledge and experience of all Microsoft office packages
  • Experience working in an NHS office environment

Skills

Essential criteria
  • Excellent communication skills
  • Able to use own initiative and respond to new challenges
  • Self motivated and able to work with limited supervision
  • Manage/prioritise own workload
  • Ability to accurately maintain computerise and manual filing/documentation system
  • Ability to work as part of a team
  • Ability to manage difficult/sensitive situations
  • Ability and willingness to undertake further training as required
Desirable criteria
  • Knowledge of internal PAS system
  • Ability to supervise and motivate a team
  • Time management skills
  • Excellent interpersonal and influencing skills
  • Understanding of Trust internal policies as appropriate

Qualities/Attributes

Essential criteria
  • Able to adopt flexible approach when required
  • Ability to build and maintain good working relationships

Other

Essential criteria
  • Understanding of confidential nature of role and awareness of Data Protection Act

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 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
Alison Ewart
Job title
Office Manager, Infectious Diseases
Email address
[email protected]
Telephone number
0151 706 3621
Additional information

For informal enquires regarding this post, please contact either:

Alison Ewart

[email protected]

or

Paula Levenson

[email protected]

 

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