Main area: Respiratory (Medicine)
Grade: Band 4
Contract: Permanent
Hours: 37.5 hours per week (Full time)
Job ref: 287-RMED-484-24
Employer: Liverpool University Hospitals NHS Foundation Trust
Employer type: NHS
Site: Broadgreen Hospital
Town: Liverpool
Salary: £26,530 - £29,114 per annum
Salary period: Yearly
Closing: 22/01/2025 23:59
Medical Secretary
Job overview
An exciting permanent post has arisen for an experienced, well-motivated and enthusiastic secretary to work in the Respiratory department, supporting Consultants and their team. The Respiratory team sits within the Complex & Academic Medicine unit, based at the Liverpool University Hospitals NHS Trust. This role will be at Broadgreen Hospital.
It is expected that all applicants will have completed the AMSPAR course and have appropriate experience working in a medical environment. A good understanding and knowledge of medical terminology, experience in the use of PAS, IPM, PENS, Unity, and EPRO would be advantageous.
The successful candidates must be able to undertake all administrative duties, be well organised, able to plan their own workload, work on their own initiative, and work to strict deadlines. Excellent I.T. skills with knowledge and experience of all Microsoft office packages are required. Experience of working in an NHS office environment as a Medical Secretary and knowledge of the internal PAS system is essential.
Main duties of the job
1. Dictation to be typed from audio of all clinical correspondence and documentation ensuring timescales are adhered to on a daily basis.
2. Taking Minutes at various meetings.
3. Support Consultants in non-clinical activities/teaching by preparing documents, arranging meetings using relevant software packages – Microsoft Office.
4. Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place.
5. Ensure all investigations are signed by consultant or team and actioned as per instruction, dealing with all investigations in accordance with Trust policy.
6. Keep track of inpatient referrals to ensure patients are reviewed promptly.
7. Maintain effective verbal and written communication by extracting the correct/relevant information to deal successfully with queries/requests from GP’s, staff, patients, relatives, and others.
Detailed job description and main responsibilities
1. To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians.
2. To manage and maintain 18 week pathways including tertiary referrals to external trusts, ensuring these are accurately recorded on PAS system.
3. Keep track of referrals to ensure patient is reviewed promptly and check that follow up appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway.
4. Support consultants in non-clinical activities by preparing presentation documents using relevant packages and arranging meetings, setting agendas, circulating supporting papers as appropriate, and taking minutes at meetings.
5. Ensure appropriate personnel are informed of consultant annual leave/study leave.
6. Organise and maintain consultant’s admissions, cancelling and adding patients to the waiting list as appropriate, ensuring lists are updated and patients contacted.
7. Type dictation from audio transcription of clinical correspondence and documentation, including discharge summaries as appropriate.
8. Check against clinical letters to ensure follow up arrangements/investigations are in place, rectifying if not.
9. Ensure sickness absence and annual leave of clinical staff is reported.
10. Assist with the investigation and compilation of responses to complaints/incidents, ensuring this is done within the optimum deadlines set by the Trust.
11. Work from initiative using own judgement, acquired knowledge, and tact to deal with queries and resolve situations or refer to appropriate person.
12. Deal with enquiries either on the telephone or face to face from patients, consultants, junior doctors, and colleagues in an appropriate manner.
13. Ensure all correspondence relating to patient care is acted upon in a timely manner.
14. Accurate check of patient demographics using the Patient Administration System (PAS), including registration screen, checking patients details are correct, and tracking of casenotes.
15. Assist with audit/research data collection as required.
16. Obtain information as requested by line manager.
17. Be able to work as part of a team, promoting effective flows in the department to cover leave and ensure the office runs smoothly.
18. Attend appropriate training and education sessions at the request of manager.
19. General office duties, including incoming and outgoing mail, e-mail, fax, photocopying.
20. Participate in housekeeping of office environment.
21. Work with managers to review working practices, ways of working, and find solutions to problems.
22. Implement policies and procedures for own area.
23. Record and input data onto databases and systems as appropriate.
24. To work in a flexible manner in accordance with Trust Policy.
Person specification
Education/Qualifications
* Educated to GCSE/O Level standard/equivalent or higher.
* RSA/OCR Typing/Word processing Level 3 or equivalent.
* Knowledge of medical terminology.
* Secretarial Qualification or equivalent experience.
* ECDL or equivalent.
* Shorthand.
Experience
* Excellent I.T. skills with knowledge and experience of all Microsoft office packages.
* Demonstrable experience working in an NHS office environment as a medical secretary.
Skills/Ability/Knowledge
* Ability to communicate professionally at all levels in a helpful courteous manner. First Class Communication 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.
* Experience in supervising and motivating a team.
* Time Management Skills.
* Excellent interpersonal and influencing skills.
* Knowledge of internal PAS system.
* Understanding of Trust internal policies as appropriate.
* Capability to adapt to most situations.
* Eager to learn.
* Ability to maintain control of stressful/sensitive situations.
Other
* Comply with Trust policies and procedures.
* Understanding and appreciation of the need to maintain confidentiality in all matters – Data Protection Act.
* Willingness to undergo further training in accordance with the needs of the post.
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.
The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment.
The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge, and experience and aim for a workforce demography representative of the local community.
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020.
#J-18808-Ljbffr