Main area: Respiratory
Grade Band: 3
Contract: Permanent
Hours: Part time - 30 hours per week (4 days a week (Day off can be Tuesday, Wednesday or Thursday to be discussed at interview))
Job ref: 287-AMED-25-25
Employer: Liverpool University Hospitals NHS Foundation Trust
Employer type: NHS
Site: Aintree University Hospital, Longmoor Lane, Liverpool L9 7AL (Ward 53/54)
Town: Liverpool
Salary: £24,625 - £25,674 Per annum
Salary period: Yearly
Closing: 21/04/2025 23:59
Support Medical Secretary - Respiratory Department
Band 3
Job overview
An exciting opportunity has arisen due to the development of the services within the Respiratory Department and we are looking to appoint an enthusiastic, self-motivated individual with a commitment to excellent patient care, to provide a comprehensive administrative support service to the Respiratory Team on our Aintree site. To provide a comprehensive administration/audio typing service in dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties.
Main duties of the job
* Type dictation from audio transcription of clinical correspondence and documentation.
* Quality check documentation completed in clinical administration support.
* Ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of speciality accordingly.
* Complete any tertiary referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patient is promptly reviewed. Check that follow up appointments are arranged in conjunction with patient pathway.
* Mentor, train and supervise relevant junior staff as required.
* 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, checking patient details are correct, tracking of case-notes.
* Ensure all letters and discharge summaries are copied to the appropriate professionals, including patients.
* Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
* Take minutes of meetings, circulating to relevant groups.
* Obtain information as requested by line manager.
* Attend appropriate training, meetings and education sessions when required.
* Work with managers to review working practices, ways of working and find solutions to problems.
* Work with managers to improve quality and range of services, with resources being managed according to agreed policies and procedures.
* Organise and order stationery as appropriate.
* Ensure all mandatory training is up to date and report accordingly.
* Record and input data onto databases and systems as appropriate.
* Be able to work as part of a team, promote effective flows in the department to cover leave to ensure the office runs smoothly.
* General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.
Person specification
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
Knowledge
* 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 system
* 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
* Ability to supervise and motivate a team
* Excellent interpersonal and influencing skills
* Understanding of Trust internal policies as appropriate
Qualities
* Able to adopt a flexible approach when required
* Ability to build and maintain good working relationships
Other
* Understanding of confidential nature of role and awareness of Data Protection Act
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. We encourage applicants from the following groups that are currently under-represented in our workforce: black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.
This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults’ policy and comply with the Local Safeguarding Children and Adult Board procedures.
If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.
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