Personal Medical Secretary | Mersey and West Lancashire Teaching Hospitals NHS Trust

Due to the recent theatre expansion at Whiston Hospitals, we are looking to expand the Personal Medical Secretary teams within the following departments:

• General Surgery
• Trauma & Orthopaedics
• Burns & Plastics
Your preferred department will be discussed at interview. Clinical Support Services at Whiston Hospital is looking to appoint Personal Medical Secretaries to provide a comprehensive service with the minimum of supervision. The successful applicant will be able to organise their own workload and co-ordinate workload activities with other Personal Medical Secretaries in the team. The successful candidates will be of a pleasant disposition, have excellent interpersonal skills and a friendly telephone manner. To provide a comprehensive service to the Consultants and Specialty Teams with the minimum of supervision. Organise your workload and co-ordinate activities with other Medical Secretaries to ensure that an efficient service is provided. It is essential that you should exercise initiative commensurate with the role and it is vital that confidentiality is maintained at all times.,
• To provide a comprehensive service to the Consultant and Speciality Team includingnurseclinicians.
• Keepdiaryuptodate,arrangeappointments,andarrangetravelandaccommodation.
• Operateaneffectivebringforwardsystemandfilingsystem.
• Type dictation from audio transcription of clinical correspondence and documentation,ensuring all letter and workflow processes are adhered to and Standard OperatingProceduresarefollowed.
• Typedischargesummariesasappropriate.
• Checkagainstclinicalletterstoensureappropriatefollowuparrangements/investigationsareinplace.Rectify ifnot.
• To manage and maintain 18-week pathways including Tertiary Referrals to externalTrustsandensurethesearecompletedonthePASsystem.Keeptrackofreferralstoensure patientisreviewedpromptly.Checkthatfollowsupappointmentsarearrangedinconjunctionwith Referral To Treat (RTT)patientpathway.
• SupportConsultantinnon-clinicalactivities/ClinicalDirectorrolebypreparingpresentation documents using relevant packages and arrangingmeetings, circulateagenda/supportingpapersasappropriate,andtakingminutes atmeetings.
• Ensure appropriate personnel are informed of consultant annual/study leave.Amendclinic/theatrelists/formsappropriately.KeepConsultantsinformedofjuniordoctorleavecouldhaveaneffect on the service.
• Manage on-call rotas in absence of Rota Co-ordinator when requested, ensuring thatannual/studyleaveandsicknessdonotcompromisethesmoothrunningandthedepartment.Liaise with Medical Staffing to arrange locum cover.If emergency need isrequestedbymembersofclinicalteamensurethisiscoveredaccordinglyliaisingcloselywithClinical Director.
• Preparationofdepartmentalinductionandteachingprogrammeforjuniordoctors/studentstaking anactivepart in departmentalinduction.
• Arrange planned patient admission to Hospital liaising with the appropriate ward andadmissionsdepartment.
• EnsureConsultantsareuptodatewithmandatorytraining/appraisalsandensureinformationisupdatedonthesystem.
• Ensuresickness/absenceandannualleaveofclinicalstaffisreportedonthe system.
• Assist with the investigation and compilation of responses to complaints, helping toensurethis is donewithin the optimumdeadlines set bytheTrust.
• Work from initiative using own judgment, acquired knowledge and tact to deal withqueriesandresolvesituations orreferringtoappropriateperson.
• Deal with enquiries either on the telephone or face to face from patients, consultants,juniordoctors and colleagues inanappropriatemanner.
• Ensure all correspondence relating to patient care is acted upon in a timely manner andthat investigations are signed by Consultants or team and are dealt with in accordancewith Trust policy.
• Cross reference invoices against investigations completed at external sites.Prepareanyclaims for reimbursement forconsultantactivities.
• AccuratecheckofdemographicsusingthePatientAdministrationSystem(PAS),including registration screen tocheck patientdetailsare correct.
• Maintaineffective trackoninpatientreferralstoensuepatientisreviewedpromptly.
• Receive new referral letters and ensure they are dated and triaged in a timely manner.Liaisewithappointmentsandpatientstobookappointmentsaccordingly.Checkmonthlybreach lists.
• Receivecash/chequedonationstoTrust;providereceipt/letterofconfirmation.
• Assistwithaudit/researchdatacollectionasrequired.
• ObtaininformationrequestedbyAdministrationServicesManagerasandwhenrequired.
• Be able to work as part of a team, promote effective flows in the department to coverleaveto ensureofficeruns smoothly.
• Trainnewandjunior membersof theteamwithinownworkareaasrequiredbyAdministrationServices Co-ordinator.
• General office duties including dealing with incoming and outgoing mail, e-mail, fax,photocopying.Participateinhousekeepingoftheofficeenvironment.
• Attendappropriatetrainingandeducationsessionsattherequestofmanager.
• Work with co-ordinators to review working practices, ways of working and find solutionsto problems.
• Implementpoliciesandproceduresforownareas.
• Orderstationeryforownareaswhenrequired.
• ToworkinaflexiblemannerinaccordancewiththeTrustPolicy.
• AnyotherdutiesrequiredbyLineManager
  
  Disability Confident
About Disability Confident A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites. We strongly believe that the communities we serve should all have access to Five Star Patient Care. Our Services: Acute Care Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites. Primary Care Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital. Community Services Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre. Specialist Regional Services We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales. Achievements:
• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme