Job summary 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 and have 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. Experience of working in an NHS office environment as a Medical Secretary. Knowledge of internal PAS system. Understanding of Trust internal policies as appropriate. Main duties of the job Dictation to be typed from audio of all clinical correspondence and documentation ensuring timescales are adhered to on a daily basis. Taking Minutes at various meetings. Support Consultants in non-clinical activities/teaching by preparing documents, arranging meetings using relevant software packages - Microsoft Office. Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Ensure all investigations are signed by consultant or team and actioned as per instruction. All investigations are to be dealt with in accordance with Trust policy. Keep track on inpatient referrals to ensure patients are reviewed promptly. Effective verbal and written communication to be maintained at all times by extracting the correct/relevant information to deal successfully with queries/requests from GP's, staff, patients, relatives and others. 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 Hospital is 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 Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women's Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. The Royal 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. For roles at Liverpool Women's, visit their careers page. Date posted 08 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year per annum Contract Permanent Working pattern Full-time Reference number 287-RMED-484-24 Job locations Broadgreen Hospital Thomas Lane Liverpool L14 3LB Job description Job responsibilities To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians. 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. 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. 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. Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place, rectify if not. Ensure sickness absence and annual leave of clinical staff is reported. Assist with the investigation and compilation of responses to complaints/incidents, helping to ensure this is done with the optimum deadlines set by the Trust. Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person. Deal with enquiries either on the telephone of face to face from patients, consultants, junior doctors and colleagues in an appropriate manner. Ensure all correspondence relating to patient care is acted upon in a timely manner. Accurate check of patient demographics using the Patient Administration System (PAS), including registration screen, checking patients details are correct, and tracking of casenotes. Assist with audit/research data collection as required. Obtain information as requested by line manager. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly. Attend appropriate training and education sessions at the request of manager. General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment. Work with managers to review working practices, ways of working and find solutions to problems. Implement policies and procedures for own area. Record and input data onto databases and systems as appropriate. To work in a flexible manner in accordance with Trust Policy. Job description Job responsibilities To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians. 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. 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. 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. Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place, rectify if not. Ensure sickness absence and annual leave of clinical staff is reported. Assist with the investigation and compilation of responses to complaints/incidents, helping to ensure this is done with the optimum deadlines set by the Trust. Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person. Deal with enquiries either on the telephone of face to face from patients, consultants, junior doctors and colleagues in an appropriate manner. Ensure all correspondence relating to patient care is acted upon in a timely manner. Accurate check of patient demographics using the Patient Administration System (PAS), including registration screen, checking patients details are correct, and tracking of casenotes. Assist with audit/research data collection as required. Obtain information as requested by line manager. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly. Attend appropriate training and education sessions at the request of manager. General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment. Work with managers to review working practices, ways of working and find solutions to problems. Implement policies and procedures for own area. Record and input data onto databases and systems as appropriate. To work in a flexible manner in accordance with Trust Policy. Person Specification Education/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/Ability/Knowledge 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 Qualities/Attriubtes Essential Capability to adapt to most situations Eager to learn Ability to maintain control of stressful/sensitive situations Other 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 Education/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/Ability/Knowledge 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 Qualities/Attriubtes Essential Capability to adapt to most situations Eager to learn Ability to maintain control of stressful/sensitive situations Other 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. 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 Broadgreen Hospital Thomas Lane Liverpool L14 3LB Employer's website https://www.liverpoolft.nhs.uk/ (Opens in a new tab)