Job summary
Personal Medical SecretaryBand 4
An opportunity has arisen for a motivated personal medical secretary to join our administrative team within the Orthopaedics Department based at Broadgreen Hospital in Kent Lodge.
It is expected that all applicants will have previous experience of working in the NHS within a medical secretarial role and will possess a secretarial qualification, extensive understanding and knowledge of medical terminology and audio typing skills.
The successful candidate must be able to undertake all administrative duties including diary management, be well organised, plan own workload and work on own initiative working to strict guidelines, both individually and as part of the wider team.
You will be expected to be a team player and cover for your colleagues during absences.
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 commensuratewith the role and it is vital that confidentiality should be maintained at all times. Ensure cross cover working where possible.
About us
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
Job description
Job responsibilities
To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians.
Keep diary up to date, arrange appointments, and arrange travel and accommodation.
Operate an effective bring forward system and filing system.
To manage and maintain 18 week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded 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.
Mentor, train and supervise relevant staff as required. Deal with annual leave requests and sickness absence return to work interviews.
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 consultants 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. Allocate and check the work of other staff.
Job description
Job responsibilities
To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians.
Keep diary up to date, arrange appointments, and arrange travel and accommodation.
Operate an effective bring forward system and filing system.
To manage and maintain 18 week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded 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.
Mentor, train and supervise relevant staff as required. Deal with annual leave requests and sickness absence return to work interviews.
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 consultants 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. Allocate and check the work of other staff.
Person Specification
Qualifications
Essential
- Educated to GCSE/O Level standard/equivalent or higher
- RSA/OCR Typing/Word Processing Level III or equivalent
- RSA/OCR Audio typing skills Level III
- Secretarial qualification or equivalent experience
Desirable
- ECDL or equivalent
- Shorthand
Experience
Essential
- Experience working in an NHS office environment as a medical secretary
- Experience of supervising and motivating a team
Knowledge
Essential
- Knowledge of medical terminology
Desirable
- Knowledge of internal PAS system
Skills
Essential
- Ability to communicate professionally at all levels in a helpful, courteous manner.
- Excellent organisational skills
- Excellent I.T. skills with knowledge and experience of all Microsoft office packages
- Ability to organise workload effectively and prioritise to meet deadlines
- Time management skills
- Excellent interpersonal and influencing skills
Other
Essential
- Ability and willingness to undergo further training in accordance with the needs of the post
- Willing to adapt and be flexible
Person Specification
Qualifications
Essential
- Educated to GCSE/O Level standard/equivalent or higher
- RSA/OCR Typing/Word Processing Level III or equivalent
- RSA/OCR Audio typing skills Level III
- Secretarial qualification or equivalent experience
Desirable
- ECDL or equivalent
- Shorthand
Experience
Essential
- Experience working in an NHS office environment as a medical secretary
- Experience of supervising and motivating a team
Knowledge
Essential
- Knowledge of medical terminology
Desirable
- Knowledge of internal PAS system
Skills
Essential
- Ability to communicate professionally at all levels in a helpful, courteous manner.
- Excellent organisational skills
- Excellent I.T. skills with knowledge and experience of all Microsoft office packages
- Ability to organise workload effectively and prioritise to meet deadlines
- Time management skills
- Excellent interpersonal and influencing skills
Other
Essential
- Ability and willingness to undergo further training in accordance with the needs of the post
- Willing to adapt and be flexible
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
