Main area: Dermatology
Grade: Band 3
Contract: Permanent
Hours: Part time - 35 hours per week (Monday - Friday 7 hours per day)
Job ref: 287-BMED-61-24
Employer: Liverpool University Hospitals NHS Foundation Trust
Employer type: NHS
Site: Broadgreen Hospital
Town: Liverpool
Salary: £24,071 - £25,674 per annum, pro rata
Salary period: Yearly
Closing: 30/12/2024 23:59
Medical Support Secretary - Dermatology
Job overview
An opportunity has arisen for a motivated medical support secretary to join our administrative team within the Dermatology Department based at Broadgreen Hospital.
It is expected that all applicants will have previous experience of working in an NHS office environment, understanding and knowledge of medical terminology, and audio typing skills.
The successful candidate must be able to undertake all administrative duties including being well organised and working on their own initiative, adhering 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
1. Provide a comprehensive administration/audio typing service in dealing effectively and efficiently with processing of daily workloads and ad hoc office duties.
2. Monitor RTT and clinic utilisation for the service.
3. Ensure cross cover working where possible.
Detailed job description and main responsibilities
1. Type dictation from audio transcription of clinical correspondence and documentation.
2. Quality check documentation completed in clinical administration support.
3. Ensure appropriate follow-up arrangements/investigations are in place. Liaise with personal medical secretary of speciality accordingly.
4. Complete any tertiary referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patients are promptly reviewed. Check that follow-up appointments are arranged in conjunction 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. Answer the telephone promptly and politely, telephoning patients where appropriate 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 appropriate professionals, including patients.
10. Ensure efficient audit processes are in place concerning correspondence to ensure quality levels are maintained and rectify accordingly.
11. Take minutes of meetings, circulating to relevant groups.
12. Obtain information as requested by line manager.
13. Attend appropriate training, meetings and education sessions when required.
14. Work with managers to review working practices, ways of working and find solutions to problems.
15. Work with managers to improve quality and range of services, with resources being managed according to agreed policies and procedures.
16. Organise and order stationery as appropriate.
17. Ensure all mandatory training is up to date and report accordingly.
18. Record and input data onto databases and systems as appropriate.
19. Work as part of a team, promoting effective flows in the department to cover leave to ensure the office runs smoothly.
20. General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.
Person specification
Other
* Understanding of the confidential nature of the role and awareness of the Data Protection Act.
Qualifications
* Educated to GCSE/O Level standard/equivalent.
* RSA/OCR Level II or equivalent.
* Knowledge of medical terminology and secretarial procedures.
Experience
* Excellent I.T. skills with knowledge and experience of all Microsoft office packages.
* Experience working in an NHS office environment.
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 computerized and manual filing/documentation systems.
* Ability to work as part of a team.
* Ability to manage difficult/sensitive situations.
* Ability and willingness to undertake further training as required.
* Knowledge of internal PAS system.
* Excellent interpersonal and influencing skills.
* Understanding of Trust internal policies as appropriate.
* Ability to supervise and motivate a team.
Qualities / Attributes
* Able to adopt a flexible approach when required.
* Ability to build and maintain good working relationships.
Please ensure you check the email account (including junk/spam boxes) from which you apply regularly as we will use this to contact you regarding your application.
Posts advertised to ‘internal staff’ are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.
Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.
We reserve the right to close any vacancies from further applications when we have received a minimum number of applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.
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