Job summary
Employer heading
Medical Secretary
NHS AfC: Band 3
Job overview
There are a various number of position available, full time and part time positions available.
Due to the recent theatre expansion at Whiston Hospital, we are looking to expand the Medical Secretary team at Whiston and St Helens hospital sites.
The Community & Clinical Support Services Division at Whiston and St Helens Hospital sites are looking to appoint Medical Secretaries to provide a comprehensive service with the minimum of supervision within the Clinical Support Services division. We provide clinical typing across medical and surgical specialties.
The successful applicant will be able to organise their own workload, co-ordinate workload activities with other secretaries in the team and liaise directly with the Personal Medical Secretary. The successful candidates will be of a pleasant disposition, have excellent interpersonal skills and a friendly telephone manner.
Main duties of the job
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.
Your preference for number of working hours per week and site to be based on, will be discussed with you at interview.
Working for our organisation
The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
- CARE that is evidence based, high quality and compassionate
- SAFETY that is of the highest standards
- COMMUNICATION that is open, inclusive and respectful
- SYSTEMS that are efficient, patient centred and reliable
- PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
- Trust rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.
Detailed job description and main responsibilities
KEY DUTIES
- 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 screen to check patient details are correct.
- Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
- Print off EIS reports for discharges.
- Taking minutes of meetings and circulating to relevant groups.
- Obtain information requested by Administration Services Co-Ordinator.
- Record sickness/absence, annual leave on ESR system.
- Carry out appraisals as appropriate.
- Organise and order stationary items as appropriate.
- 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 to ensure office runs smoothly.
- General office duties including dealing with incoming and outgoing mail, e-mail, fax, 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
Person specification
Qualifications
Essential criteria
- GSCE Standard or Higher
- RSA/OCR III or equivalent
- Word Processing Skills
- Audio-Typing Skills
- Medical Terminology
Desirable criteria
- Shorthand/Speedwriting Skills
Knowledge & Experience
Essential criteria
- Microsoft Office Products Experience
- Ability to work as part of a team
Desirable criteria
- 2 years’ experience working in an NHS environment
- Previous Medical Secretary Experience
- Medical Audio Typing
- Understanding of Trust Internal Policies as appropriate
- Minute Taking
Qualities
Essential criteria
- 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 criteria
- Excellent interpersonal skills
Other
Essential criteria
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
Documents to download
Further details / informal visits contact
- Name
- Olivia Jaundrill
- Job title
- Administration Team Leader
- Email address
- [email protected]
- Telephone number
- 0151 290 4096
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