Band 3 Support Secretary

Typing 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 Answer the telephone in a promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations Accurate use of patient information using the PAS Ensure all letters and discharge summaries are copied to the appropriate professionals including patients, 1. Type dictation from audio transcription of clinical correspondence and documentation. 2. Quality check documentation completed in clinical administration support. 3. Ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of speciality accordingly. 4. 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. 5. Mentor, train and supervise relevant junior staff as required. 6. Deal appropriately with concerns from staff in line with Trust policy. 7. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations. 8. Accurate use of patient information using the Patient administration System (PAS), including registration screen, checking patient details are correct, tracking of case-notes. 9. Ensure all letters and discharge summaries are copied to the appropriate professionals, including patients. 10. Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly. 11. Obtain information as requested by line manager. 12. Attend appropriate training, meetings and education sessions when required 13. Work with managers to review working practices, ways of working and find solutions to problems 14. Work with managers to improve quality and range of services, with resources being managed according to agreed policies and procedures. 15. Ensure all mandatory training is up to date and report accordingly. 16. Record and input data onto databases and systems as appropriate 17. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure the office runs smoothly. 28. General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.

• Any other duties required by line manager
  
  It is expected that all applicants will have previous experience of working in the NHS within a secretarial role and possess an understanding and knowledge of medical terminology and possess audio typing skills.
The successful candidate must be able to undertake all administrative duties be well organised, plan own workload and work on own initiative working to strict guidelines, both individually and as part of the wider team. You will be expected to be a team player and cover for your colleagues during absences.,
• Audio Typing, 12 Months Secretarial Experience, Educated to GCSE/O Level standard/equivalent
• RSA/OCR Level II or equivalent
• Word Processing/Audio typing Skills
• Knowledge of medical terminology and secretarial procedures, Essential criteria
• Excellent I.T. 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
• Ability to accurately maintain computerise and manual filing/documentation system
• Ability to work as part of a team
• Ability to manage difficult/sensitive situations
• Ability and willingness to undertake further training as required
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
qualitiesEssential criteria
• Able to adopt flexible approach when required
• Ability to build and maintain good working relationships, Understanding of confidential nature of role and awareness of Data Protection Act
  
  Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.
The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience. The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital. It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond., The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

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 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.