Job vacancy: Medical Secretary, Mersey and West Lancashire Teaching Hospitals NHS Trust, Prescot

Job summary

Main area: Administration
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 409-TH6095289

Employer: Mersey and West Lancashire Teaching Hospitals NHS Trust
Employer type: NHS
Site: Whiston Hospital
Town: Prescot
Salary: £22,816 - £24,336 per annum
Salary period: Yearly
Closing: 16/09/2024 23:59

Medical Secretary

NHS AfC: Band 3

Detailed job description and main responsibilities

KEY DUTIES

To quality check documentation completed in clinical administration support.
Audit reports bi-monthly against KPI’s (key performance indicators).
Mentor, train, and supervise relevant staff as required by the Administration Services Co-ordinator.
Complete any Tertiary Referrals to external Trusts and ensure these are completed on PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follows up appointments are arranged in conjunction with Referral To Treat (RTT) patient pathway.
Type dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly.
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 to check patient details are correct.
Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
Print off EIS reports for discharges.
Taking minutes of meetings and circulating to relevant groups.
Obtain information requested by Administration Services Co-Ordinator.
Record sickness/absence, annual leave on ESR system.
Carry out appraisals as appropriate.
Organise and order stationary items as appropriate.
Ensure all mandatory training is up to date and report accordingly.
Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment.
Attend appropriate training, meetings and education sessions at the request of manager
Work with managers to review working practices, ways of working and find solutions to problems.
To work in a flexible manner in accordance with the Trust Policy.
Any other duties required by Line Manager

Person specification

Qualifications

Essential criteria

GSCE Standard or Higher
RSA/OCR III or equivalent
Good English Language Skills
Word Processing Skills
Audio-Typing Skills
Medical Terminology

Desirable criteria

Shorthand/Speedwriting Skills

Knowledge & Experience

Essential criteria

Microsoft Office Products Experience
Ability to work as part of a team

Desirable criteria

2 years’ experience working in an NHS environment
Previous Medical Secretary Experience
Medical Audio Typing
Understanding of Trust Internal Policies as appropriate
Minute Taking

Skills

Essential criteria

Excellent IT Skills
Excellent communication skills
Ability to manage/prioritise own workload
Excellent Word Processing and Keyboard skills
Ability to accurately maintain computerised and manual filing/documentation systems

Desirable criteria

Time Management Skills
Knowledge of Trust computer systems

Qualities

Essential criteria

Ability to use own initiative and work independently
Capability to adapt to most situations
Reliable and conscientious
Ability to manage difficult/sensitive situations
Able to work the hours and undertake duties required

Desirable criteria

Excellent interpersonal skills

Other

Essential criteria

Comply with Trust policies and procedures at all times
Ability and willingness to undergo further training for the post

Transitional arrangements are in place for EU,EEA and Swiss Citizens following the UK's withdrawal from the EU. Should this apply to you, you are advised to familiarise yourself with these arrangements to ensure you continue to have right to work in the UK and how to evidence that right in the future. Please see the document attached to this vacancy. This requirement does not apply to Irish citizens, who can continue to freely enter, live and work in the UK.

The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.

Please be aware, that we may close a vacancy earlier than stated, should a sufficient number of applications be received from which a shortlist can be confirmed therefore you are advised to apply at your earliest convenience. The Trust may contact you during the recruitment process for your feedback on your experience.

We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce.

As a Disability Confident Leader, we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [email protected]

We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision making process.

The equality monitoring information you provide is used in the following situations: to review our recruitment practices; where a job is limited to a specific person to verify their eligibility to apply; and to offer disability reasonable adjustments to the recruitment process.

Changes have been made to the NHS Terms and Conditions of Service Handbook which mean that:

All employees have the right to request flexible working from day one of employment.
There is no limit on the number of requests they can make.
Employees have the right to make requests, have them considered, regardless of the reason.

At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working.

Please be advised that the use of Artificial Intelligence on applications is monitored and if you choose to use this, you must declare this on your application form.