Job summary
Employer heading
Medical Support Secretary - Dermatology
Band 3
Job overview
An opportunity has arisen for a motivatedÌý medical support secretary to join our administrative team within the Dermatology Department based at Broadgreen Hospital.
ÌýIt is expected that all applicants will have previous experience of working in an NHS office environment, understanding and knowledge of medical terminology and audio typing skills.Ìý
The successful candidate must be able to undertake all administrative duties includingÌý being well organised and work on own initiative working to strict guidelines, both individually and as part of the wider team.
You will be expected to be a team player and cover for your colleagues during absences.
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Main duties of the job
To provide a comprehensive administration/audio typing service in dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties. ÌýThe role also includes monitoring of RTT and clinic utilisation for the service.
Ensure cross cover working where possible.
Ìý
Working for our organisation
Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.
The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.
The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.
It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.
To hear more about our achievements click here
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Detailed job description and main responsibilities
1. Type dictation from audio transcription of clinical correspondence andÌý
documentation.
2. Quality check documentation completed in clinical administration support.
3. Ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of speciality accordingly.
4. Complete any tertiary referrals to external Trusts and ensure these areÌý
completed on the PAS system. Keep track of referrals to ensure patient isÌý
promptly reviewed. Check that follow up appointments are arranged inÌý
conjunction with patient pathway.
5. Mentor, train and supervise relevant junior staff as required.Ìý
6. Deal appropriately with concerns from staff in line with Trust policy.
7. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
8. Accurate use of patient information using the Patient administration System (PAS), including registration screen, checking patient details are correct, tracking of case-notes.
9. Ensure all letters and discharge summaries are copied to the appropriateÌý
professionals, including patients.
10. Ensure efficient audit processes in place concerning correspondence toÌý
ensure quality levels maintained and rectify accordingly.
11. Take minutes of meetings, circulating to relevant groups.
12. Obtain information as requested by line manager.
13. Attend appropriate training, meetings and education sessions when required
14. Work with managers to review working practices, ways of working and find solutions to problems
15. Work with managers to improve quality and range of services, with resources being managed according to agreed policies and procedures.
16. Organise and order stationery as appropriate.
17. Ensure all mandatory training is up to date and report accordingly.
18. Record and input data onto databases and systems as appropriate
19. Be able to work as part of a team, promote effective flows in the departmentÌýto cover leave to ensure the office runs smoothly.
20. General office duties, including incoming and outgoing mail, e-mail, fax,Ìý
photocopying. Participate in housekeeping of office environment.Ìý
Person specification
Other
Essential criteria
- Understanding of confidential nature of role and awareness of Data Protection Act
Qualifications
Essential criteria
- Educated to GCSE/O Level standard/equivalent
- RSA/OCR Level II or equivalent
- Word Processing/Audio typing Skills
- Knowledge of medical terminology and secretarial procedures
Experience
Essential criteria
- Excellent I.T. skills with knowledge and experience of all Microsoft office packages
- Experience working in an NHS office environment
Skills
Essential criteria
- Excellent communication skills
- 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 computerise 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
Desirable criteria
- Knowledge of internal PAS system
- Time management skills
- Excellent interpersonal and influencing skills
- Understanding of Trust internal policies as appropriate
- Ability to supervise and motivate a team
Qualities / Attributes
Essential criteria
- Able to adopt flexible approach when required
- Ability to build and maintain good working relationships
Documents to download
Further details / informal visits contact
- Name
- Melissa Westhead
- Job title
- Admin services manager
- Email address
- [email protected]
- Telephone number
- 0151 282 6077
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