Job summary To provide a comprehensive administrative service in dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties. Ensure cross cover working where appropriate. Main duties of the job To quality check documentation completed in clinical administration support.oAudit reports bi-monthly against KPI's (key performance indicators).oMentor, train and supervise relevant staff as required by the Administration Services Co-ordinator.oComplete any Tertiary Referrals to external Trusts and ensure these are completed 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.oType dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly.oDeal appropriately with concerns from staff in line with Trust policyoTo answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.oAccurate use of patient information using the Patient Administration System (PAS), including registration screen to check patient details are correct. About us Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites. We strongly believe that the communities we serve should all have access to Five Star Patient Care. Our services: Acute Care Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites. Primary Care Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital. Community Services Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre. Specialist Regional Services We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales. Achievements: Rated Outstanding by CQC Inspection August 2018 Top 100 places to work in the NHS (NHS Employers & Health Service Journal) National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme Date posted 22 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum, pro rata Contract Permanent Working pattern Full-time, Part-time Reference number 409-6821683 Job locations Whiston Hospital Warrington Road Prescot L35 5DR Job description Job responsibilities KEY DUTIES To quality check documentation completed in clinical administration support. Audit reports bi-monthly against KPIs (key performance indicators). Mentor, train and supervise relevant staff as required by the Administration Services Co-ordinator. Complete any Tertiary Referrals to external Trusts and ensure these are completed 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. Type dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly. Deal appropriately with concerns from staff in line with Trust policy. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations. Accurate use of patient information using the Patient Administration System (PAS), including registration screen to check patient details are correct. Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly. Print off EIS reports for discharges. Taking minutes of meetings and circulating to relevant groups. Obtain information requested by Administration Services Co-Ordinator. Record sickness/absence, annual leave on ESR system. Carry out appraisals as appropriate. Organise and order stationary items as appropriate. Ensure all mandatory training is up to date and report accordingly. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly. General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment. Attend appropriate training, meetings and education sessions at the request of manager. Work with managers to review working practices, ways of working and find solutions to problems. To work in a flexible manner in accordance with the Trust Policy. Any other duties required by Line Manager Safeguarding Responsibilities Comply with Trust Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust, this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents. Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your Consultant. Type any medical reports for child protection cases as requested by the Consultant, nurse or junior medical staff. Arrange multi- professional meetings regarding child protection/child in need cases. Minute multi- professional meetings as necessary. Provide administrative support for the Named Consultant and Named Nurse for Safeguarding Children Know about the range of physical abuse, emotional abuse, neglect and sexual abuse. Be able to recognise signs of abuse appropriate to role and what action to take. Know what to do if concerned that a child is being abused. Know about the Trusts local policies/procedures. Understand the importance of sharing information, how it can help and the dangers of not sharing information. Be able to recognise signs of child abuse as this relates to their role. e.g observe inappropriate parenting, an unusually quiet and withdrawn child etc. Be able to seek advice and report concerns, ensuring that they are listened to. Job description Job responsibilities KEY DUTIES To quality check documentation completed in clinical administration support. Audit reports bi-monthly against KPIs (key performance indicators). Mentor, train and supervise relevant staff as required by the Administration Services Co-ordinator. Complete any Tertiary Referrals to external Trusts and ensure these are completed 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. Type dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly. Deal appropriately with concerns from staff in line with Trust policy. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations. Accurate use of patient information using the Patient Administration System (PAS), including registration screen to check patient details are correct. Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly. Print off EIS reports for discharges. Taking minutes of meetings and circulating to relevant groups. Obtain information requested by Administration Services Co-Ordinator. Record sickness/absence, annual leave on ESR system. Carry out appraisals as appropriate. Organise and order stationary items as appropriate. Ensure all mandatory training is up to date and report accordingly. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly. General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment. Attend appropriate training, meetings and education sessions at the request of manager. Work with managers to review working practices, ways of working and find solutions to problems. To work in a flexible manner in accordance with the Trust Policy. Any other duties required by Line Manager Safeguarding Responsibilities Comply with Trust Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust, this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents. Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your Consultant. Type any medical reports for child protection cases as requested by the Consultant, nurse or junior medical staff. Arrange multi- professional meetings regarding child protection/child in need cases. Minute multi- professional meetings as necessary. Provide administrative support for the Named Consultant and Named Nurse for Safeguarding Children Know about the range of physical abuse, emotional abuse, neglect and sexual abuse. Be able to recognise signs of abuse appropriate to role and what action to take. Know what to do if concerned that a child is being abused. Know about the Trusts local policies/procedures. Understand the importance of sharing information, how it can help and the dangers of not sharing information. Be able to recognise signs of child abuse as this relates to their role. e.g observe inappropriate parenting, an unusually quiet and withdrawn child etc. Be able to seek advice and report concerns, ensuring that they are listened to. Person Specification Qualifications Essential GSCE Standard or Higher RSA/OCR III or equivalent Good English Language Skills Word Processing Skills Audio-Typing Skills Medical Terminology Desirable Shorthand/Speedwriting Skills Knowledge & Experience Essential Microsoft Office Products Experience Ability to work as part of a team Desirable Extensive experience working in an NHS environment Previous Medical Secretary Experience Medical Audio Typing Understanding of Trust Internal Policies as appropriate Minute Taking Skills Essential Excellent IT Skills Excellent communication skills Ability to manage/prioritise own workload Excellent Word Processing and Keyboard skills Ability to accurately maintain computerised and manual filing/documentation systems Desirable Time Management Skills Knowledge of Trust computer systems Qualities Essential Ability to use own initiative and work independently Capability to adapt to most situations Reliable and conscientious Ability to manage difficult/sensitive situations Able to work the hours and undertake duties required Desirable Excellent interpersonal skills Other Essential Ability to travel across hospital sites when required Possess a friendly and approachable personality Ability to show understanding and appreciation Comply with Trust policies and procedures at all times Ability and willingness to undergo further training for the post Understanding of confidential nature of role and awareness of Data Protection Act. Person Specification Qualifications Essential GSCE Standard or Higher RSA/OCR III or equivalent Good English Language Skills Word Processing Skills Audio-Typing Skills Medical Terminology Desirable Shorthand/Speedwriting Skills Knowledge & Experience Essential Microsoft Office Products Experience Ability to work as part of a team Desirable Extensive experience working in an NHS environment Previous Medical Secretary Experience Medical Audio Typing Understanding of Trust Internal Policies as appropriate Minute Taking Skills Essential Excellent IT Skills Excellent communication skills Ability to manage/prioritise own workload Excellent Word Processing and Keyboard skills Ability to accurately maintain computerised and manual filing/documentation systems Desirable Time Management Skills Knowledge of Trust computer systems Qualities Essential Ability to use own initiative and work independently Capability to adapt to most situations Reliable and conscientious Ability to manage difficult/sensitive situations Able to work the hours and undertake duties required Desirable Excellent interpersonal skills Other Essential Ability to travel across hospital sites when required Possess a friendly and approachable personality Ability to show understanding and appreciation Comply with Trust policies and procedures at all times Ability and willingness to undergo further training for the post 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. Employer details Employer name Mersey and West Lancashire Teaching Hospitals NHS Trust Address Whiston Hospital Warrington Road Prescot L35 5DR Employer's website https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)