Job summary Working as part of a team to provide secretarial support to the medical workforce. Typing of clinical correspondence using digital communication methods. Working across all specialties (ODGH/SDGH) to ensure timely dispatch of information. Provide support to the medical secretary as required. The post holder will carry out the duties in such a way as to make a direct and positive contribution to the organisation of the work and so assist the medical secretaries in maximising the most effective use of their time. We use digital dictation systems and full training will be given to the successful candidate. Main duties of the job Typing of clinical correspondence using digital/audio systems. Work across both medical and surgical specialities to ensure typing targets are met. Provide support to the medical secretaries as required. The post holder will carry out the duties in such a way as to make a direct and positive contribution to the organisation of the workload. 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 21 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 Reference number 409-6903623 Job locations Ormskirk Hospital Wigan Road Ormskirk L39 2AZ Job description Job responsibilities Main duties & responsibilities Typing clinical and non-clinical correspondence and reports including the transcription and management of audio sources (eg, digital dictation). Correspondence should be sent via electronic methods unless there is an enclosure which is not capable of being sent electronically. There is frequent indirect exposure to distressing or emotional situations in this clinical correspondence. Support the achievement of Key Performance Indicators (KPIs) for medical secretary service, eg, ensuring dictation and clinical correspondence is produced in a timely manner in line with CCG requirements Use initiative to manage and prioritise workload in liaison with Medical Secretary Manager while dealing with competing demands Ensure own time is planned to meet commissioned targets of clinic letters reaching GPs. Ensure the timely dispatch of all relevant information to other medical staff and external organisations in relation to the locally agreed requirements. Using own judgement, deal with enquiries from patients, GPs, other hospital departments, often of a sensitive or distressing nature, both face-to-face and by telephone, where necessary escalating more complex issues When necessary, provide general clerical support as directed by the Medical Secretaries / Medical Secretary Managers Access the computerised Patient Administration System (CareFlow) for relevant patient details, updating patient records as necessary To ensure confidentiality and safe custody of patient case notes, and ensure any remaining paper filing for electronic case notes is processed appropriately. Photocopying, filing and distribution of mail within the department in liaison with the clerical officers at the request of the Medical Secretaries Liaison with the Appointments department to arrange outpatient appointments at the request of the Consultant or Medical Secretaries within the team. Retrieve radiology and pathology results from core clinical systems. Co-operate in the introduction of new technology as it may apply. The post holder may be expected to rotate across a range of specialties and sites (as workload is not solely allocated to one specialty) The post holder will be expected to carry out any other duties as directed by the Medical Secretary Manager To assist, where appropriate, in the provision of cover for other colleagues during absences Assist in the orientation of new members of staff by demonstrating own duties. Make economical use of supplies, ensuring office has adequate reserves. The above does not purport to be an exhaustive list of duties, but it is intended to indicate the type and range of responsibilities involved. The job content will be reassessed periodically. The content will be discussed with the post holder during such a review. Private work may be undertaken by individual arrangement with Medical Staff, but should not be done during NHS working hours and must be declared to the Medical Secretary Manager. WELLBEING Mersey and West Lancashire Teaching Hospitals NHS Trust is committed to supporting and prioritising the wellbeing of our workforce through a range of dedicated services. The Trust's Health, Work and Wellbeing department offers comprehensive support, including the Wellbeing Hub, which provides 1:1 appointments, group sessions, events, and bespoke support for teams and departments. Each department has a Wellbeing Champion who actively promotes staff welfare. Wellbeing Champion organises regular Wellbeing Events, which staff are encouraged to attend. Additionally, the Trust runs a 24/7 Employee Assistance Programme, providing free and confidential support for any issues staff may face. We are dedicated to fostering a supportive environment for all our colleagues, particularly in the face of challenges. We strive to maintain an open culture where staff feel comfortable seeking help and know they will be met with understanding and compassion. Colleagues have access to the resources they need, including peer support and professional services provided by the Trust. Together, we prioritise both patient care and the wellbeing of our entire workforce. Job description Job responsibilities Main duties & responsibilities Typing clinical and non-clinical correspondence and reports including the transcription and management of audio sources (eg, digital dictation). Correspondence should be sent via electronic methods unless there is an enclosure which is not capable of being sent electronically. There is frequent indirect exposure to distressing or emotional situations in this clinical correspondence. Support the achievement of Key Performance Indicators (KPIs) for medical secretary service, eg, ensuring dictation and clinical correspondence is produced in a timely manner in line with CCG requirements Use initiative to manage and prioritise workload in liaison with Medical Secretary Manager while dealing with competing demands Ensure own time is planned to meet commissioned targets of clinic letters reaching GPs. Ensure the timely dispatch of all relevant information to other medical staff and external organisations in relation to the locally agreed requirements. Using own judgement, deal with enquiries from patients, GPs, other hospital departments, often of a sensitive or distressing nature, both face-to-face and by telephone, where necessary escalating more complex issues When necessary, provide general clerical support as directed by the Medical Secretaries / Medical Secretary Managers Access the computerised Patient Administration System (CareFlow) for relevant patient details, updating patient records as necessary To ensure confidentiality and safe custody of patient case notes, and ensure any remaining paper filing for electronic case notes is processed appropriately. Photocopying, filing and distribution of mail within the department in liaison with the clerical officers at the request of the Medical Secretaries Liaison with the Appointments department to arrange outpatient appointments at the request of the Consultant or Medical Secretaries within the team. Retrieve radiology and pathology results from core clinical systems. Co-operate in the introduction of new technology as it may apply. The post holder may be expected to rotate across a range of specialties and sites (as workload is not solely allocated to one specialty) The post holder will be expected to carry out any other duties as directed by the Medical Secretary Manager To assist, where appropriate, in the provision of cover for other colleagues during absences Assist in the orientation of new members of staff by demonstrating own duties. Make economical use of supplies, ensuring office has adequate reserves. The above does not purport to be an exhaustive list of duties, but it is intended to indicate the type and range of responsibilities involved. The job content will be reassessed periodically. The content will be discussed with the post holder during such a review. Private work may be undertaken by individual arrangement with Medical Staff, but should not be done during NHS working hours and must be declared to the Medical Secretary Manager. WELLBEING Mersey and West Lancashire Teaching Hospitals NHS Trust is committed to supporting and prioritising the wellbeing of our workforce through a range of dedicated services. The Trust's Health, Work and Wellbeing department offers comprehensive support, including the Wellbeing Hub, which provides 1:1 appointments, group sessions, events, and bespoke support for teams and departments. Each department has a Wellbeing Champion who actively promotes staff welfare. Wellbeing Champion organises regular Wellbeing Events, which staff are encouraged to attend. Additionally, the Trust runs a 24/7 Employee Assistance Programme, providing free and confidential support for any issues staff may face. We are dedicated to fostering a supportive environment for all our colleagues, particularly in the face of challenges. We strive to maintain an open culture where staff feel comfortable seeking help and know they will be met with understanding and compassion. Colleagues have access to the resources they need, including peer support and professional services provided by the Trust. Together, we prioritise both patient care and the wellbeing of our entire workforce. Person Specification Qualifications Essential NVQ III or equivalent experience RSA II / III Typing or Word Processing Knowledge of medical terminology Audio typing Desirable AMSPAR Diploma European Computer Driving Licence (ECDL Knowledge & Experience Essential Previous secretarial experience with knowledge of secretarial/administrative procedures and systems Previous Medical Secretary experience Knowledge of Data Protection Desirable Previous NHS experience Knowledge of Microsoft Office Software Package Skills Essential Able to communicate effectively with a wide range of people, both internal and external Ability to work as a member of a team Excellent interpersonal skills Flexible working approach Ability to plan and organise own workload to meet targets Customer Service skills Other Essential Committed to self-development to meet the requirements of the role Ability to concentrate for prolonged periods when transcribing medical audio dictation in a predictable work pattern Ability to deal with distressed patients or relatives when answering telephone Ability to cope with frequent indirect exposure to distressing or emotional situations in content of clinical correspondence Continuous use of computer / keyboard Use of trolleys to transport case notes Continuous use of VDU Working in an office environment Person Specification Qualifications Essential NVQ III or equivalent experience RSA II / III Typing or Word Processing Knowledge of medical terminology Audio typing Desirable AMSPAR Diploma European Computer Driving Licence (ECDL Knowledge & Experience Essential Previous secretarial experience with knowledge of secretarial/administrative procedures and systems Previous Medical Secretary experience Knowledge of Data Protection Desirable Previous NHS experience Knowledge of Microsoft Office Software Package Skills Essential Able to communicate effectively with a wide range of people, both internal and external Ability to work as a member of a team Excellent interpersonal skills Flexible working approach Ability to plan and organise own workload to meet targets Customer Service skills Other Essential Committed to self-development to meet the requirements of the role Ability to concentrate for prolonged periods when transcribing medical audio dictation in a predictable work pattern Ability to deal with distressed patients or relatives when answering telephone Ability to cope with frequent indirect exposure to distressing or emotional situations in content of clinical correspondence Continuous use of computer / keyboard Use of trolleys to transport case notes Continuous use of VDU Working in an office environment 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 Ormskirk Hospital Wigan Road Ormskirk L39 2AZ Employer's website https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)