Mersey and West Lancashire Teaching Hospitals NHS Trust
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. 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.
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.
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.
* 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 Trust's 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
* GSCE Standard or Higher
* RSA/OCR III or equivalent
* Word Processing Skills
* Audio-Typing Skills
* Medical Terminology
* Shorthand/Speedwriting Skills
Knowledge & Experience
* Microsoft Office Products Experience
* Ability to work as part of a team
* Extensive experience working in an NHS environment
* Previous Medical Secretary Experience
* Medical Audio Typing
* Understanding of Trust Internal Policies as appropriate
* Minute Taking
Skills
* Ability to manage/prioritise own workload
* Excellent Word Processing and Keyboard skills
* Ability to accurately maintain computerised and manual filing/documentation systems
* Time Management Skills
* Knowledge of Trust computer systems
Qualities
* 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
* Excellent interpersonal skills
Other
* 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 name
Mersey and West Lancashire Teaching Hospitals NHS Trust
£24,071 to £25,674 a year, pro rata
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