Job summary
An exciting opportunity has arisen to join and support the administrative team within the Cardiology department based in Aintree, Liverpool University Hospital NHS Foundation Trust.
You will be joining a welcoming and friendly team, helping to provide an effective secretarial service.
It is expected that all applicants will have previous experience of working in the NHS within a secretarial role and possess an understanding and knowledge of medical terminology and possess audio typing skills.
The successful candidate must be able to undertake all administrative duties 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.
**Please note this vacancy will close once sufficient applications have been received**
Main duties of the job
Main duties of the job include:
Typing dictation from audio transcription of clinical correspondence and documentation
Quality check documentation completed in clinical administration support
Ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of specialty accordingly
Complete any tertiary referrals to external Trusts and ensure 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
Answer the telephone in a promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations
Accurate use of patient information using the PAS
Ensure all letters and discharge summaries are copied to the appropriate professionals including patients
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 herehttps://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
A more extensive list of duties can be found in the job description.
Key responsibilities1. Type dictation from audio transcription of clinical correspondence anddocumentation.2. Quality check documentation completed in clinical administration support.3. Ensure appropriate follow up arrangements/investigations are in place. Liaisewith personal medical secretary of speciality accordingly.4. Complete any tertiary referrals to external Trusts and ensure these arecompleted on the PAS system. Keep track of referrals to ensure patient ispromptly reviewed. Check that follow up appointments are arranged inconjunction with patient pathway.5. Mentor, train and supervise relevant junior staff as required.6. Deal appropriately with concerns from staff in line with Trust policy.7. To answer the telephone promptly and politely, telephoning patients whereappropriate using tact, discretion and empathy in all situations.8. Accurate use of patient information using the Patient administration System(PAS), including registration screen, checking patient details are correct,tracking of case-notes.9. Ensure all letters and discharge summaries are copied to the appropriateprofessionals, including patients.10. Ensure efficient audit processes in place concerning correspondence toensure quality levels maintained and rectify accordingly.11. Obtain information as requested by line manager.12. Attend appropriate training, meetings and education sessions when required13. Work with managers to review working practices, ways of working and findsolutions to problems14. Work with managers to improve quality and range of services, with resources being managed according to agreed policies and procedures.15. Ensure all mandatory training is up to date and report accordingly.16. Record and input data onto databases and systems as appropriate17. Be able to work as part of a team, promote effective flows in the departmentto cover leave to ensure the office runs smoothly.28. General office duties, including incoming and outgoing mail, e-mail, fax,photocopying. Participate in housekeeping of office environment.* Any other duties required by line manager
Job description
Job responsibilities
A more extensive list of duties can be found in the job description.
Key responsibilities1. Type dictation from audio transcription of clinical correspondence anddocumentation.2. Quality check documentation completed in clinical administration support.3. Ensure appropriate follow up arrangements/investigations are in place. Liaisewith personal medical secretary of speciality accordingly.4. Complete any tertiary referrals to external Trusts and ensure these arecompleted on the PAS system. Keep track of referrals to ensure patient ispromptly reviewed. Check that follow up appointments are arranged inconjunction with patient pathway.5. Mentor, train and supervise relevant junior staff as required.6. Deal appropriately with concerns from staff in line with Trust policy.7. To answer the telephone promptly and politely, telephoning patients whereappropriate using tact, discretion and empathy in all situations.8. Accurate use of patient information using the Patient administration System(PAS), including registration screen, checking patient details are correct,tracking of case-notes.9. Ensure all letters and discharge summaries are copied to the appropriateprofessionals, including patients.10. Ensure efficient audit processes in place concerning correspondence toensure quality levels maintained and rectify accordingly.11. Obtain information as requested by line manager.12. Attend appropriate training, meetings and education sessions when required13. Work with managers to review working practices, ways of working and findsolutions to problems14. Work with managers to improve quality and range of services, with resources being managed according to agreed policies and procedures.15. Ensure all mandatory training is up to date and report accordingly.16. Record and input data onto databases and systems as appropriate17. Be able to work as part of a team, promote effective flows in the departmentto cover leave to ensure the office runs smoothly.28. General office duties, including incoming and outgoing mail, e-mail, fax,photocopying. Participate in housekeeping of office environment.* Any other duties required by line manager
Person Specification
NHS Experience
Essential
Desirable
- 12 Months Secretarial Experience
Qualifications
Essential
- 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
- Excellent I.T. skills with knowledge and experience of all Microsoft office packages
- Experience working in an NHS office environment
Skills
Essential
- 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
- 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
Essential
- Able to adopt flexible approach when required
- Ability to build and maintain good working relationships
Other requirements
Essential
- Understanding of confidential nature of role and awareness of Data Protection Act
Person Specification
NHS Experience
Essential
Desirable
- 12 Months Secretarial Experience
Qualifications
Essential
- 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
- Excellent I.T. skills with knowledge and experience of all Microsoft office packages
- Experience working in an NHS office environment
Skills
Essential
- 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
- 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
Essential
- Able to adopt flexible approach when required
- Ability to build and maintain good working relationships
Other requirements
Essential
- Understanding of confidential nature of role and awareness of Data Protection Act
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).
