Job vacancy: Specialty Medical Secretary - Medicine for Older People, Liverpool University Hospitals NHS Foundation Trust, Liverpool

Job summary

Main area: Department of medicine for older people
Grade: Band 4
Contract: Permanent
Hours: Full time - 30 hours per week
Job ref: 287-RMED-282-24-A

Employer: Liverpool University Hospitals NHS Foundation Trust
Employer type: NHS
Site: Royal Liverpool Hospital
Town: Liverpool
Salary: £26,530 - £29,114 per annum pro rata
Salary period: Yearly
Closing: 30/09/2024 23:59

Specialty Medical Secretary - Medicine for Older People

Band 4

Detailed job description and main responsibilities

To provide a comprehensive service to consultants and specialty teams including nurse practitioners/clinicians.

Diary management, arrange appointments, and arrange travel and accommodation.

Minute taking for weekly/monthly meetings

To manage and maintain 18 week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded on PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway.

Mentor, train and supervise relevant staff as required. Deal with annual leave requests and sickness absence return to work interviews.

Support consultants in non-clinical activities role by preparing presentation documents, using relevant packages and arranging meetings, set agenda, circulate agenda/supporting papers as appropriate and take minutes at meetings.

Ensure appropriate personnel are informed of consultant annual leave/study leave. Keep consultants informed of junior doctor leave, as it could have an effect on service.

Organise and maintain consultant's admissions. Cancel and add patients to the waiting list, as appropriate, ensuring lists are updated, and patients contacted. Liaise with waiting list office, anaesthetic department and ward. Complete and amend theatre lists appropriately.

For a full list of duties, please refer to the attached job description and person specification

Person specification

Qualifications

Essential criteria

Educated to GCSE/O Level standard/equivalent or higher
RSA/OCR Typing/Word processing Level 111 or equivalent
RSA/OCR Audio typing Skills Level 111 or equivalent
Secretarial Qualification or equivalent experience

Desirable criteria

ECDL
Shorthand

Experience

Essential criteria

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

Skills/Ability/Knowledge

Essential criteria

Ability to communicate professionally at all levels in a helpful courteous manner. First Class Communication Skills
Excellent Organisation Skills
Excellent Word Processing and Keyboard Skills
Ability to organise workload effectively and prioritise to meet deadlines
Ability to work individually or as part of a team
Legible handwriting
Time Management Skills
Excellent interpersonal and influencing skills

Desirable criteria

Knowledge of internal PAS system
Understanding of Trust internal policies as appropriate

Qualities/Attributes

Essential criteria

Capability to adapt to most situations
Eager to learn
Ability to maintain control of stressful/sensitive situations

Other Requirements

Essential criteria

Comply with Trust policies and procedures
Ability to show understanding and appreciation of the need to maintain confidentiality in all matters – Data Protection Act
Ability and willingness to undergo further training in accordance with the needs of the post

Please ensure you check the email account (including junk/spam boxes) from which you apply regularly as we will use this to contact you regarding your application.

Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.

We reserve the right to close any vacancies from further applications when we have received a minimum number of applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.

Candidates applying for the role of Healthcare Assistant on the staff bank should note that due to the nature of the role, workers must be aged 18 or above when commencing in post. Applicants are therefore welcome from those aged over 18 or within 3 months’ of their 18^th birthday.

The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.

The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.

Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £18+£5 (standard disclosure) or £38+£5 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment.

From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years.

Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.

This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults’ policy and comply with the Local Safeguarding Children and Adult Board procedures.

Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation.

All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action.

As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.

If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.

Please note: new entrants to the NHS will commence on the first pay point of the relevant band.

For agenda for change banded roles; salary payments will reflect the 2023/24 pay scales. The 2024/25 pay scales will be paid in October 2024 including any backpay due. Therefore should the successful applicant start in post prior to October, the salary will initially reflect the 2023/24 pay scales.