Specialty Medical Secretary - Medicine for Older People
Liverpool University Hospitals NHS Foundation Trust
An opportunity has arisen for a Band 4 Specialty Medical Secretary to join our Medicine for Older People (DMOP) team. The position is 30 hours per week. How this is structured across the working week and where the successful applicant is based, whether that be Royal Liverpool or Broadgreen sites, is open to discussion at interview.
The post holder will be responsible for the effective provision of a comprehensive secretarial/administrative service to a Consultant Physician and their team members as well as provide a personal assistant service to the head of operations for the care group.
The role includes a wide range of secretarial and administrative duties, including the management and processing of referrals, diary management, clinic management, minute taking, audio transcription, and word processing of clinical letters, reports, and other correspondence as required by the medical team.
Main duties of the job
To provide a comprehensive service to the consultants and specialty teams, with the minimum of supervision. Organise own workload and co-ordinate activities with other medical secretaries to ensure that an efficient service is provided. It is essential that you show initiative commensurate with the role and it is vital the confidentiality should be maintained at all times. Ensure cross cover working where possible.
Job Responsibilities
To provide a comprehensive service to consultants and specialty teams including nurse practitioners/clinicians.
* Diary management, arrange appointments, and arrange travel and accommodation.
* Minute taking for weekly/monthly meetings.
* Manage and maintain 18-week pathways including tertiary referrals to external trusts, ensuring these are accurately recorded on the PAS system. Keep track of referrals to ensure patients are reviewed promptly. Check that follow-up appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway.
* Mentor, train and supervise relevant staff as required. Deal with annual leave requests and sickness absence return to work interviews.
* Support consultants in non-clinical activities by preparing presentation documents, using relevant packages and arranging meetings, setting agenda, circulating agenda/supporting papers as appropriate, and taking 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 service.
* Organise and maintain consultant's 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. Complete and amend theatre lists appropriately.
For a full list of duties, please refer to the attached job description and person specification.
Person Specification
Qualifications
* Educated to GCSE/O Level standard/equivalent or higher.
* RSA/OCR Typing/Word processing Level 111 or equivalent.
* RSA/OCR Audio typing Skills Level 111 or equivalent.
* Secretarial Qualification or equivalent experience.
* ECDL.
* Shorthand.
Experience
* Excellent IT skills with knowledge and experience of all Microsoft Office packages.
* Experience working in an NHS office environment as a 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.
* Time Management Skills.
* Excellent interpersonal and influencing skills.
* Knowledge of internal PAS system.
* Understanding of Trust internal policies as appropriate.
Qualities/Attributes
* Capability to adapt to most situations.
* Eager to learn.
* Ability to maintain control of stressful/sensitive situations.
Other Requirements
* 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.
Salary: £26,530 to £29,114 a year per annum pro rata.
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