Support Medical Secretary Respiratory Department

Support Medical Secretary Respiratory Department

Liverpool University Hospitals NHS Foundation Trust

An exciting opportunity has arisen due to the development of the services within the Respiratory Department and we are looking to appoint an enthusiastic, self-motivated individual with a commitment to excellent patient care, to provide a comprehensive administrative support service to the Respiratory Team on our Aintree site. To provide a comprehensive administration/audio typing service in dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties.

Please note this vacancy will close once sufficient applications have been received

Main duties of the job

The Support Secretary provides a comprehensive typing support service to the Care Group, in accordance with specialty requirements and will be expected to demonstrate the following:

• A comprehensive knowledge of all aspects of the specialty team role and the range of services provided.
• The application of knowledge regarding patient administration systems, Microsoft office products and digital dictation systems for the purpose of clinical correspondence administration.
• Discernment in all aspects of the typing support role, exercising independent judgement and initiative, as appropriate.
• Effective communication skills when dealing with external and internal clinical stakeholders and exercising tact, sensitivity and discretion when dealing with patients and their relatives.
• Evidence of team working, cross covering colleagues and acting as mentor to new staff.

Job responsibilities

• Type dictation from audio transcription of clinical correspondence and documentation.
• Quality check documentation completed in clinical administration support.
• Ensure appropriate follow-up arrangements/investigations are in place. Liaise with personal medical secretary of specialty accordingly.
• Complete any tertiary referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patient is promptly reviewed. Check that follow-up appointments are arranged in conjunction with patient pathway.
• Mentor, train and supervise relevant junior staff as required.
• Deal appropriately with concerns from staff in line with Trust policy.
• To 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 in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
• Take minutes of meetings, circulating to relevant groups.
• Obtain information as requested by line manager.
• Attend appropriate training, meetings and education sessions when required.
• Work with managers to review working practices, ways of working and find solutions to problems.
• Work with managers to improve quality and range of services, with resources being managed according to agreed policies and procedures.
• Organise and order stationery as appropriate.
• Ensure all mandatory training is up to date and report accordingly.
• Record and input data onto databases and systems as appropriate.
• Be able to work as part of a team, promote effective flows in the department to cover leave to ensure the office runs smoothly.
• General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.

Person Specification

Qualifications

• Educated to GCSE/O Level standard/equivalent
• RSA/OCR Level II or equivalent
• Knowledge of medical terminology and secretarial procedures

Experience

• Excellent I.T. skills with knowledge and experience of all Microsoft office packages
• Experience working in an NHS office environment

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 computerized and manual filing/documentation systems
• 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

• Able to adopt a flexible approach when required
• Ability to build and maintain good working relationships

Other

• Understanding of the confidential nature of role and awareness of Data Protection Act

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.

Address

Aintree University Hospital, Longmoor Lane, Liverpool L9 7AL (Ward 53/54)