Job summary
An exciting opportunity has arisen for an experienced medical secretary to join the Respiratory Team at LUHFT.
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 secretarial service to consultants and speciality teams including the following:
Transcribing (audio typing) letters on behalf of the clinical team and arranging appropriate follow up arrangements.
Managing the creation, reduction and cancellation of clinic templates on behalf of clinicians.
Liaising with all service users (patients, GPs, other Trusts) via the telephone and email, relaying messages to clinicians and responding to queries in a timely manner.
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.
Other general administration duties relevant to the role as listed in the job description.
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 theircareers page.
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 followup appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway.
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.
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 followup appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway.
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.
Person Specification
Qualifications
Essential
- Educated to GCSE/O Level standard/equivalent or higher
- RSA/OCR Typing/Word processing Level 3 or equivalent
- RSA/OCR Audio typing Skills Level 3
- Knowledge of medical terminology
- Secretarial Qualification or equivalent experience
Desirable
- ECDL or equivalent
- Shorthand
Experience
Essential
- Excellent I.T. skills with knowledge and experience of all Microsoft office packages
- Demonstrable experience working in an NHS office environment as a medical secretarial
Skills
Essential
- Ability to communicate professionally at all levels in a helpful courteous manner. First Class Communication Skills
- Excellent Organisation Skills
- Excellent Word Processing and Keyboard Skills
- Ability to organise workload effectively and prioritise to meet deadlines
- Ability to work individually or as part of a team
- Legible handwriting
- Experience or supervising and motivating a team
- Time Management Skills
- Excellent interpersonal and influencing skills
Desirable
- Knowledge of internal PAS system
- Understanding of Trust internal policies as appropriate
Attributes
Essential
- Capability to adapt to most situations
- Eager to learn
- Ability to maintain control of stressful/sensitive situations
Other Requirements
Essential
- Comply with Trust policies and procedures
- Ability to show understanding and appreciation of the need to maintain confidentiality in all matters - Data Protection Act
- Ability and willingness to undergo further training in accordance with the needs of the post
Person Specification
Qualifications
Essential
- Educated to GCSE/O Level standard/equivalent or higher
- RSA/OCR Typing/Word processing Level 3 or equivalent
- RSA/OCR Audio typing Skills Level 3
- Knowledge of medical terminology
- Secretarial Qualification or equivalent experience
Desirable
- ECDL or equivalent
- Shorthand
Experience
Essential
- Excellent I.T. skills with knowledge and experience of all Microsoft office packages
- Demonstrable experience working in an NHS office environment as a medical secretarial
Skills
Essential
- Ability to communicate professionally at all levels in a helpful courteous manner. First Class Communication Skills
- Excellent Organisation Skills
- Excellent Word Processing and Keyboard Skills
- Ability to organise workload effectively and prioritise to meet deadlines
- Ability to work individually or as part of a team
- Legible handwriting
- Experience or supervising and motivating a team
- Time Management Skills
- Excellent interpersonal and influencing skills
Desirable
- Knowledge of internal PAS system
- Understanding of Trust internal policies as appropriate
Attributes
Essential
- Capability to adapt to most situations
- Eager to learn
- Ability to maintain control of stressful/sensitive situations
Other Requirements
Essential
- Comply with Trust policies and procedures
- Ability to show understanding and appreciation of the need to maintain confidentiality in all matters - Data Protection Act
- Ability and willingness to undergo further training in accordance with the needs of the post
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).
