Personal Medical Secretary

To provide a comprehensive PA service to Interventional Radiologists, consultants and speciality teams including nurse practitioners/clinicians. To book patients into the dedicated Radiology Appointment System CRIS To complete TMIS data entry 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. Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly., 1. To provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians. 2. Keep diary up to date, arrange appointments, and arrange travel and accommodation. 3. Operate an effective bring forward system and filing system. 4. 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. 5. Mentor, train and supervise relevant staff as required. Deal with annual leave requests and sickness absence return to work interviews. 6. 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. 7. 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 the service. 8. 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. 9. Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly. 10. Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not. 11. Allocate and check the work of other staff 12. Ensure sickness absence and annual leave of clinical staff is reported. 13. Assist with the investigation and compilation of responses to complaints/incidents, helping to ensure this is done with the optimum deadlines set by the Trust. 14. Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person. 15. Carry out appraisals as appropriate 16. Organise and order stationery as appropriate. 17. Ensure all junior staff mandatory training is up to date and report accordingly. 18. Deal with enquiries either on the telephone of face to face from patients, consultants, junior doctors and colleagues in an appropriate manner. 19. Ensure all correspondence relating to patient care is acted upon in a timely manner. 20. Accurate check of patient demographics using the Patient Administration System (PAS), including registration screen, checking patients details are correct, and tracking of case-notes. 21. Assist with audit/research data collection as required. 22. Obtain information as requested by line manager 23. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly. 24. Train new and junior members of the team within own work area as required by line manager. 25. Attend appropriate training and education sessions at the request of manager. 26. General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment. 27. Work with managers to review working practices, ways of working and find solutions to problems. 28. Implement policies and procedures for own area. 29. Record and input data onto databases and systems as appropriate 30. To work in a flexible manner in accordance with Trust Policy, and to check flexi time sheets for medical secretaries.

• Any other duties required by line manager
  
  We are currently seeking keen, enthusiastic, self motivated and highly organised individuals with excellent communications skills to join our current team of Appointment staff.
The successful post holder will work as part of the Interventional Radiology administration team, providing a friendly and efficient PA & scheduling service. As well as having excellent organisational, communication and interpersonal skills. It is essential that applicants are able to prioritise work, handle difficult situations, have a flexible approach to working, work as part of a team and have experience in working in the NHS.,
• Educated to GCSE/O Level standard/equivalent or higher
• RSA/OCR Typing/Word processing Level 3 or equivalent
• RSA/OCR Audio typing Skills Level 3
• Knowledge of medical terminology
• Secretarial Qualification or equivalent experience
Desirable criteria
• ECDL or equivalent
• Shorthand, Essential criteria
• Excellent I.T. skills with knowledge and experience of all Microsoft office packages
• Demonstrable experience working in an NHS office environment as a medical secretarial, 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
• Experience or supervising and motivating a team
• Time Management Skills
• Excellent interpersonal and influencing skills
Desirable criteria
• Knowledge of internal PAS system
• Understanding of Trust internal policies as appropriate, Capability to adapt to most situations
• Eager to learn
• Ability to maintain control of stressful/sensitive situations, 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
  
  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.