Job summary
We are looking to recruit an enthusiastic and motivated Support Medical Secretary to join our secretarial team within the Breast and Endocrine Surgery. The post requires an individual who is resilient and adaptable to work in a fast-paced professional environment.
You as a successful candidate will be working alongside an established team of Medical Secretaries. You will play a pivotal role in supporting the secretarial team in ensuring work is completed in a timely manner.
You will be responsible for typing clinic letters, chasing results and providing support for the secretaries and service.
You should have good communication and organisational skills, be well-organised, flexible in approach and able to use your own initiative in prioritising your workload.
Extensive knowledge of medical terminology is essential, as are audio typing skills.
A key aspect of the role involves daily communication with patients, consultants, nurses and other health and care professionals and therefore the post holder must have exceptional non-verbal and verbal skills.
The available post is permanent 37.5 hours per week and worked cross sites.
For any further enquiries, please contact Debra Power via email - debra.power@liverpoolft.nhs.uk.
Main duties of the job
To produce accurate correspondence in a timely manner, typing from audio dictation.
*Provide day to day support to the PA/Medical Secretary team.
*Updating and inputting of patient information on to the appropriate systems and spreadsheet
*To book, reschedule and cancel appointments/clinics.
*Monitor clinic capacity
*Completing necessary actions required from correspondence and requests received.
About us
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.
We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
Aintree University Hospitalis the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility.Broadgreen Hospitalis home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Women's Hospitalspecialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. TheRoyal Liverpool University Hospitalis the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.
For roles at Liverpool Women's, visit their careers page.
Job description
Job responsibilities
Job responsibilities:Please note for a specific detailed job description for this vacancy please see attached job description.
To provide a comprehensive support to consultants and speciality teams, including nurse practitioners/clinicians.
To produce accurate correspondence in a timely manner, typing from audio dictation.
Quality check documentation completed in clinical administration support
Support with 18-week Referral to Treatment pathways including tertiary referrals to external trusts and ensure these are accurately recorded on the Patient Administration System (PAS).
Keep track of referrals to ensure patients are reviewed promptly. Check follow up appointments are arranged in conjunction with RTT) patient pathway.
To book, reschedule and cancel appointments/clinics.
Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of speciality accordingly.
Deal with enquiries either on the telephone or face to face from patients, consultants, junior doctors and colleagues.
Ensure all correspondence relating to patient care is acted upon in a timely manner.
Job description
Job responsibilities
Job responsibilities:Please note for a specific detailed job description for this vacancy please see attached job description.
To provide a comprehensive support to consultants and speciality teams, including nurse practitioners/clinicians.
To produce accurate correspondence in a timely manner, typing from audio dictation.
Quality check documentation completed in clinical administration support
Support with 18-week Referral to Treatment pathways including tertiary referrals to external trusts and ensure these are accurately recorded on the Patient Administration System (PAS).
Keep track of referrals to ensure patients are reviewed promptly. Check follow up appointments are arranged in conjunction with RTT) patient pathway.
To book, reschedule and cancel appointments/clinics.
Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of speciality accordingly.
Deal with enquiries either on the telephone or face to face from patients, consultants, junior doctors and colleagues.
Ensure all correspondence relating to patient care is acted upon in a timely manner.
Person Specification
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/Ability/Knowledge
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/Attributes
Essential
- Able to adopt flexible approach when required
- Ability to build and maintain good working relationships
Other
Essential
- Understanding of confidential nature of role and awareness of Data Protection Act
Person Specification
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/Ability/Knowledge
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/Attributes
Essential
- Able to adopt flexible approach when required
- Ability to build and maintain good working relationships
Other
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).
