Personal Medical Secretary

Job Summary

The Clinical Support Services Group at Whiston Hospital is looking to appoint a Personal Medical Secretary to provide a comprehensive service with the minimum of supervision within the Respiratory Department.

The successful applicant will be able to organise their own workload and co-ordinate workload activities with other Personal Medical Secretaries in the team. The successful candidates will be of a pleasant disposition, have excellent interpersonal skills and a friendly telephone manner.

Applicants will be proficient in the use of audio-typing and word-processing packages and qualified to at least RSA Level 3/OCR typing/word-processing or equivalent. Knowledge of medical terminology is essential. Possession of the AMSPAR certificate is desirable. Experience of using Microsoft Office software and the Medway system is an advantage but training will be provided if necessary.

There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you are able to work on your own initiative.

Hours Of Work

37.5 hrs, Monday to Friday, 9:00am - 5:00pm

Main duties of the job

• To provide a comprehensive service to the Consultant and Speciality Team including nurse clinicians.
• Keep diary up to date, arrange appointments, and arrange travel and accommodation.
• Operate an effective bring forward system and filing system.
• Type dictation from audio transcription of clinical correspondence and documentation, ensuring all letter and workflow processes are adhered to and Standard Operating Procedures are followed.
• Type discharge summaries as appropriate.
• Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.
• To manage and maintain 18 week pathways including Tertiary Referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged.

About Us

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.

We strongly believe that the communities we serve should all have access to Five Star Patient Care.

Job Description

KEY DUTIES

• To provide a comprehensive secretarial service to the Consultant, Doctors and Speciality Team including nurse clinicians.
• Manage all departmental rotas and on-call rotas ensuring that annual/study leave and sickness do not compromise the smooth running and the department. Liaise with Medical Staffing to arrange locum cover. If emergency need is requested by members of the clinical team ensure this is covered accordingly liaising closely with Clinical Director or dedicated clinical person for rota management.
• Preparation of departmental induction and teaching programme for junior doctors/students taking an active part in departmental induction.
• Monitoring of the use of annual and study leave for all doctors ensuring that the correct level of cover is provided at all times. This would also include the arrangement of cover during examinations and junior doctor rotation.
• Support Consultant in non-clinical activities/Clinical Director role by preparing presentation documents using relevant packages and arranging meetings, circulate agenda/supporting papers as appropriate, and taking minutes at meetings.
• Arrange planned patient admission to Hospital liaising with the appropriate ward and admissions department.
• Ensure sickness/absence and annual leave of clinical staff is reported on ESR system.
• Deal with enquiries either on the telephone or face to face from patients, consultants, junior doctors and colleagues in an appropriate manner.

Person Specification

Qualifications Essential

• GCSE Standard or equivalent

Desirable

• Secretarial Diploma
• ECDL or equivalent qualification/experience

Knowledge & Experience Essential

• Minute Taking
• Microsoft Office Experience
• Ability to work as part of a team
• Previous Medical Secretary Experience
• Medical Audio Typing

Skills Essential

• Excellent IT Skills
• Excellent organisational skills
• Excellent communication skills
• Excellent Word Processing and Keyboard skills
• Ability to organise workload effectively and prioritise
• Ability to use initiative to solve problems
• Highly developed interpersonal skills
• Ability to maintain control of stressful situations

Other Essential

• Ability and willingness to undergo further training for the post

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.