Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 409-TH6095554-D
- Employer
- Mersey and West Lancashire Teaching Hospitals NHS Trust
- Employer type
- NHS
- Site
- Whiston Hospital
- Town
- Prescot
- Salary
- £26,530 - £29,114 per annum
- Salary period
- Yearly
- Closing
- 29/12/2024 23:59
Employer heading
Personal Medical Secretary
NHS AfC: Band 4
After applying via NHS Jobs, your submitted application will be imported into our preferred Third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. By applying for this post you are agreeing to "name of trust" transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.
Job overview
There are 3 x full time positions available for this post.
Hours are 9am - 5pm (Monday - Friday)
Clinical Support Services at Whiston Hospital is looking to appoint a Personal Medical Secretary to provide a comprehensive service with the minimum of supervision within the Trauma and Orthopaedic Department.
The successful applicant will be able to organise their own workload and co-ordinate workload activities with other Personal Medical Secretaries in the team. The successful candidates will be of a pleasant disposition, have excellent interpersonal skills and a friendly telephone manner.
Main duties of the job
To provide a comprehensive service to the Consultants and Specialty Teams with the minimum of supervision. Organise your workload and co-ordinate activities with other Medical Secretaries to ensure that an efficient service is provided. It is essential that you should exercise initiative commensurate with the role and it is vital that confidentiality is maintained at all times.
Working for our organisation
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
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, freeing up space for more unwell patients. 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
Detailed job description and main responsibilities
KEY DUTIES
- To provide a comprehensive service to the Consultant and Speciality Team including nurse clinicians.
- Keep diary up to date, arrange appointments, and arrange travel and accommodation.
- Operate an effective bring forward system and filing system.
- Type dictation from audio transcription of clinical correspondence and documentation, ensuring all letter and workflow processes are adhered to and Standard Operating Procedures are followed.
- Type discharge summaries as appropriate.
- Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.
- To manage and maintain 18-week pathways including Tertiary Referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follows up appointments are arranged in conjunction with Referral To Treat (RTT) patient pathway.
- Support Consultant in non-clinical activities/Clinical Director role by preparing presentation documents using relevant packages and arranging meetings, circulate agenda/supporting papers as appropriate, and taking minutes at meetings.
- Ensure appropriate personnel are informed of consultant annual/study leave. Amend clinic/theatre lists/forms appropriately. Keep Consultants informed of junior doctor leave could have an effect on the service.
- Manage on-call rotas in absence of Rota Co-ordinator when requested, ensuring that annual/study leave and sickness do not compromise the smooth running and the department. Liaise with Medical Staffing to arrange locum cover. If emergency need is requested by members of clinical team ensure this is covered accordingly liaising closely with Clinical Director.
- Preparation of departmental induction and teaching programme for junior doctors/students taking an active part in departmental induction.
- Arrange planned patient admission to Hospital liaising with the appropriate ward and admissions department.
- Ensure Consultants are up to date with mandatory training/appraisals and ensure information is updated on the system.
- Ensure sickness/absence and annual leave of clinical staff is reported on the system.
- Assist with the investigation and compilation of responses to complaints, helping to ensure this is done within the optimum deadlines set by the Trust.
- Work from initiative using own judgment, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person.
- Deal with enquiries either on the telephone or 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 and that investigations are signed by Consultants or team and are dealt with in accordance with Trust policy.
- Cross reference invoices against investigations completed at external sites. Prepare any claims for reimbursement for consultant activities.
- Accurate check of demographics using the Patient Administration System (PAS), including registration screen to check patient details are correct.
- Maintain effective track on inpatient referrals to ensue patient is reviewed promptly.
- Receive new referral letters and ensure they are dated and triaged in a timely manner. Liaise with appointments and patients to book appointments accordingly. Check monthly breach lists.
- Receive cash/cheque donations to Trust; provide receipt/letter of confirmation.
- Assist with audit/research data collection as required.
- Obtain information requested by Administration Services Manager as and when required.
- Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
- Train new and junior members of the team within own work area as required by Administration Services Co-ordinator.
- General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment.
- Attend appropriate training and education sessions at the request of manager.
- Work with co-ordinators to review working practices, ways of working and find solutions to problems.
- Implement policies and procedures for own areas.
- Order stationery for own areas when required.
- To work in a flexible manner in accordance with the Trust Policy.
- Any other duties required by Line Manager
Person specification
Qualifications
Essential criteria
- GCSE level C (level 4-9) or equivalent in English and Maths
- RSA 3 – Typing / Word Processing
- RSA 3 – Medical Audio Typing
- Good English Language Skills
- Medical Terminology
Desirable criteria
- Shorthand / Speed Writing
- Secretarial Diploma
- ECDL
- CLAIT Award
Knowledge & Experience
Essential criteria
- Minute taking
- Microsoft Office experience
- Ability to work as part of a team
- Previous Medical Secretary experience
- Medical Audio Typing
Desirable criteria
- Experience in a similar role or equivalent knowledge
Skills
Essential criteria
- Excellent IT skills
- Excellent organisational skills
- Ability to communicate professionally at all levels
- Excellent Word Processing and Keyboard skills
- Ability to organise workload effectively and prioritise
- Use of all Microsoft Office software, Word, Excel, Access, Powerpoint
- Ability to use initiative to solve problems
- Highly developed interpersonal skills
Desirable criteria
- Knowledge of Trust computer systems
Other
Essential criteria
- Ability to use own initiative and work independently
- Capability to adapt to most situations
- Reliable and conscientious
- Ability to maintain control of stressful situations
Desirable criteria
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Rachel Sankey
- Job title
- Administration Service Manager
- Telephone number
- 0151 478 7666
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