Responsibilities
* Type dictation from audio transcription of clinical correspondence and documentation.
* Ensure appropriate follow up arrangements/investigations are in place.
* Liaise with the personal medical secretary of the speciality accordingly.
* Mentor, train and supervise relevant junior staff as required.
* 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, checking patient details are correct, tracking of case‑notes.
* Ensure all letters and discharge summaries are copied to the appropriate professionals, including patients.
* Ensure efficient audit processes are in place concerning correspondence to maintain quality levels and rectify as needed.
* Take minutes of meetings, circulating them to relevant groups.
* Attend appropriate training, meetings and education sessions when required.
* Be able to work as part of a team, promote effective flows in the department to cover leave and ensure the office runs smoothly.
* General office duties, including incoming and outgoing mail, e‑mail and photocopying.
The successful candidate will support other admin team members, working closely together to meet turnaround times for typing clinical letters from audio transcriptions, locating and dealing with reports, filing correspondence and fulfilling the administrative needs of the department. The role also involves working with clinical and non‑clinical colleagues to deliver the best experience possible for our patients.
About the Trust
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital. It is part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the amalgamation of LUHFT and Liverpool Women’s NHS Foundation Trust. The Group aims to improve the care we provide our patients.
Essential criteria
* Educated to GCSE/O Level standard or equivalent.
* RSA/OCR Level II or equivalent.
* Word‑processing and audio typing skills.
* Knowledge of medical terminology and secretarial procedures.
* Excellent IT skills with knowledge and experience of all Microsoft Office packages.
* Experience working in an NHS office environment.
* 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.
* Accurately maintain computerised and manual filing/documentation systems.
* Work as part of a team.
* Manage difficult/sensitive situations.
* Willingness to undertake further training as required.
* Current employee of a LAASP organisation.
Desirable criteria
* Knowledge of internal PAS system.
* Ability to supervise and motivate a team.
* Time‑management skills.
* Excellent interpersonal and influencing skills.
* Understanding of Trust internal policies as appropriate.
* Flexible approach when required.
* Build and maintain good working relationships.
* Understanding of the confidential nature of the role and awareness of the Data Protection Act.
Contract & legal information
The postholder will have access to vulnerable people in the course of their duties. Accordingly, the role is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) and the Disclosure and Barring Service check.
Under current Home Office Immigration Rules we cannot offer right‑to‑work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa. Applicants must demonstrate they meet our person specification to be shortlisted.
All applicants are required to submit a DBS application. The Trust will recover the cost of the DBS through salary deduction following start in post. Bank posts require upfront payment.
Equality, diversity and flexible working
The Trust is committed to promoting a healthy work‑life balance and fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of arrangements from day one of your employment, including reduced hours, compressed hours, fixed shifts, time back in lieu and home working. The Trust is committed to equality and diversity, welcoming applicants from under‑represented groups such as black, Asian and minority ethnic, LGBTQ+, disabled, male and age 16‑24.
Safeguarding
The Trust has a zero‑tolerance approach to the abuse of children, young people and vulnerable adults. All staff must adhere to the safeguarding policy and comply with local safeguarding procedures, completing mandatory safeguarding training and reporting any concerns.
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