Job summary
To provide a comprehensive administration/audio typing service in dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties. Ensure cross cover working where possible.
If you are looking for a part time position or a job share this would be considered if there are multiple suitable candidates.
**Previous applicants need not apply**
Main duties of the job
An exciting opportunity has arisen for a Band 3 support secretary, hours per week, to join our Orthopaedic Secretariat at Broadgreen Hospital.
This would be an idealopportunity for anyone wanting to progress with their admin and clerical career. We are looking for an enthusiastic individual, who works well as a team member, with evidence of team working, cross-covering colleagues and the ability to use their initiative.
You must be a proficient, accurate audio typist with excellent keyboard skills and speeds, with a good knowledge of medical terminology. RSA II or equivalent would be an advantage, as would knowledge of working previously within an NHS setting.
About us
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
Follow us on Social Media:
Facebook - Liverpool University Hospitals Careers
Instagram - @LUHFTcareers
Twitter - @LUHFTcareers
Job description
Job responsibilities
1. Type dictation from audio transcription of clinical correspondence anddocumentation.
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 arecompleted on the PAS system. Keep track of referrals to ensure patient ispromptly reviewed. Check that follow up appointments are arranged inconjunction with patient pathway.
5. Mentor, train and supervise relevant junior staff as required.
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 appropriateprofessionals, including patients.
10. Ensure efficient audit processes in place concerning correspondence toensure 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 department to cover leave to ensure the office runs smoothly.
20. General office duties, including incoming and outgoing mail, e-mail, fax,photocopying. Participate in housekeeping of office environment.
* Any other duties required by line manager
Person Specification
Qualifications
Essential
1. Educated to GCSE/O Level standard/equivalent
2. RSA/OCR Level II or equivalent
3. Word Processing/Audio typing Skills
4. Knowledge of medical terminology and secretarial procedures
Experience
Essential
5. Excellent skills with knowledge and experience of all Microsoft office packages
6. Experience working in an NHS office environment
Skills
Essential
7. Excellent communication skills
8. Able to use own initiative and respond to new challenges
9. Self motivated and able to work with limited supervision
10. Manage/prioritise own workload
11. Ability to accurately maintain computerise and manual filing/documentation system
12. Ability to work as part of a team
13. Ability to manage difficult/sensitive situations
14. Ability and willingness to undertake further training as required
Desirable
15. Knowledge of internal PAS system
16. Time management skills
17. Excellent interpersonal and influencing skills
18. Understanding of Trust internal policies as appropriate
19. Ability to supervise and motivate a team
other
Essential
20. Able to adopt flexible approach when required
21. Ability to build and maintain good working relationships
22. Understanding of confidential nature of role and awareness of Data Protection Act