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 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 Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services. Date posted 06 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum Contract Permanent Working pattern Full-time Reference number 287-AMED-160-24-B Job locations Aintree University Hospital Liverpool L9 7AL 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 Audio Typing 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 Audio Typing 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. Certificate of Sponsorship 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. Certificate of Sponsorship 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). Employer details Employer name Liverpool University Hospitals NHS Foundation Trust Address Aintree University Hospital Liverpool L9 7AL Employer's website https://www.liverpoolft.nhs.uk/ (Opens in a new tab)