Medical Secretary-Vascular

Job overview

It is essential that you should exercise initiative commensurate with the role and it is vital that confidentiality is maintained at all times.

The successful applicant will be able to organise their own workload and co-ordinate workload activities with other Medical Secretaries in the team. The successful candidates will be of a pleasant disposition, have excellent interpersonal skills and a friendly telephone manner.

Applicants will be proficient in the use of audio-typing and word-processing packages and qualified to at least RSA Level 3/OCR typing/word-processing or equivalent. Knowledge of medical terminology is essential. Possession of the AMSPAR certificate is desirable.

There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you are able to work to your own initiative.

**Please note this vacancy may close early once sufficient applications have been received**

Main duties of the job

It is essential that you show initiative commensurate with the role and it is vital that confidentiality should be maintained at all times. Ensure cross cover working where possible.

Working for our organisation

Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.

We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

Liverpool Women’s Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.

For roles at Liverpool Women’s, visit their careers page.

Detailed job description and main responsibilities

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

To manage and maintain 18 week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded on PAS system.

Check that follow up appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway.

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 the service.

Organise and maintain consultant’s admissions. Cancel and add patients to the waiting list, as appropriate, lists are updated, and patients contacted.

Liaise with anaesthetic department and ward. Complete and amend theatre lists appropriately. Book Critical Care beds and admissions from home.

Type dictation from audio transcription of clinical correspondence and documentation. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly.

Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not. Allocate and check the work of other staff.

Person specification

Qualifications

• Educated to GCSE level/O Level/equivalent or higher
• RSA/OCR/Word Processing Level III
• RSA/OCR Audio typing skills
• Secretarial qualification or equivalent
• Knowledge of medical terminology

• ECDL or equivalent
• Shorthand

Experience

• 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

Skills

• Ability to communicate professionally at all levels in a helpful courteous manner. First Class Communication Skills
• Excellent organisational skills
• Excellent I.T. skills with knowledge and experience of all Microsoft office packages
• Ability to organise workload effectively and prioritise to meet deadlines
• Time management skills
• Excellent interpersonal and influencing skills
• Ability to work individually or as part of a team
• Legible handwriting
• Experience or supervising and motivating a team

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

Qualities/Attributes

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

Other Requirements

• 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.

Posts advertised to ‘internal staff’ are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.

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.

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.

Bank posts require upfront payment. DBS applications submitted from 2nd December will be subject to the new DBS fee of £26.50 (standard) and £54.50 (Enhanced).

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.