Secretary - Dental Hospital
The closing date is 02 June 2026
Job Responsibilities
1. Type dictation from audio transcription of clinical correspondence and documentation.
2. Ensure appropriate follow‑up arrangements/investigations are in place.
3. Liaise with the personal medical secretary of the speciality accordingly.
4. Mentor, train and supervise relevant junior staff as required.
5. Answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
6. Accurately use patient information using the Patient Administration System (PAS), including registration screen, checking patient details are correct, tracking of case‑notes.
7. Ensure all letters and discharge summaries are copied to the appropriate professionals, including patients.
8. Ensure efficient audit processes are in place concerning correspondence to maintain quality levels and rectify accordingly.
9. Take minutes of meetings, circulating to relevant groups.
10. Attend appropriate training, meetings and education sessions when required.
11. Work as part of a team, promote effective flows in the department to cover leave and ensure the office runs smoothly.
12. Perform general office duties, including incoming and outgoing mail, e‑mail, photocopying.
Main Duties of the Job
The successful candidate will help to support other admin team members, working closely together to meet appropriate timescales of turnaround of workload in providing typing of clinical letters from audio transcriptions, locating and dealing with reports, filing of correspondence and meeting the administrative needs of the department.
The candidate will also work with clinical and non‑clinical colleagues to deliver the best experience possible for our patients, meeting the administrative needs of the department.
About Us
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital and Royal Liverpool University Hospital. We are part of the NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust.
UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities. We provide general and emergency hospital care alongside highly specialised regional services for more than two million people in the North West.
Person Specification
Education / Qualifications
* Educated to GCSE/O Level standard/equivalent
* RSA/OCR Level II or equivalent
* Knowledge of medical terminology and secretarial procedures
Experience
* Excellent IT skills with knowledge and experience of all Microsoft Office packages
* Experience working in an NHS office environment
Skills / Ability / 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 computerised 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 / Attributes
* Able to adopt flexible approach when required
* Ability to build and maintain good working relationships
Other Requirements
* Understanding of confidential nature of role and awareness of Data Protection Act
* Current employee of a LAASP organisation
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.
Liverpool University Hospitals NHS Foundation Trust
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