Support Medical Secretary - ref. g91869903
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Job overview
Working as part of a team to provide secretarial support to the medical workforce.
Typing of clinical correspondence using digital communication methods.
Working across all specialties (ODGH/SDGH) to ensure timely dispatch of information.
Provide support to the medical secretary as required. The post holder will carry out the duties in such a way as to make a direct and positive contribution to the organisation of the work and so assist the medical secretaries in maximising the most effective use of their time.
We use digital dictation systems and full training will be given to the successful candidate.
Main duties of the job
Typing of clinical correspondence using digital/audio systems.
Work across both medical and surgical specialities to ensure typing targets are met.
Provide support to the medical secretaries as required. The post holder will carry out the duties in such a way as to make a direct and positive contribution to the organisation of the workload.
Working for our organisation
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
Detailed job description and main responsibilities
Main duties & responsibilities
Typing clinical and non-clinical correspondence and reports including the transcription and management of audio sources (eg, digital dictation). Correspondence should be sent via electronic methods unless there is an enclosure which is not capable of being sent electronically.There is frequent indirect exposure to distressing or emotional situations in this clinical correspondence.
Support the achievement of Key Performance Indicators (KPIs) for medical secretary service, eg, ensuring dictation and clinical correspondence is produced in a timely manner in line with CCG requirements
Use initiative to manage and prioritise workload in liaison with Medical Secretary Manager while dealing with competing demands
Ensure own time is planned to meet commissioned targets of clinic letters reaching GP’s.
Ensure the timely dispatch of all relevant information to other medical staff and external organisations in relation to the locally agreed requirements.
Using own judgement, deal with enquiries from patients, GP’s, other hospital departments, often of a sensitive or distressing nature, both face-to-face and by telephone, where necessary escalating more complex issues
When necessary, provide general clerical support as directed by the Medical Secretaries / Medical Secretary Managers
Access the computerised Patient Administration System (CareFlow) for relevant patient details, updating patient records as necessary
To ensure confidentiality and safe custody of patient case notes, and ensure any remaining paper filing for electronic case notes is processed appropriately.
Photocopying, filing and distribution of mail within the department in liaison with the clerical officers at the request of the Medical Secretaries
Liaison with the Appointments department to arrange outpatient appointments at the request of the Consultant or Medical Secretaries within the team.
Retrieve radiology and pathology results from core clinical systems.
Co-operate in the introduction of new technology as it may apply.
The post holder may be expected to rotate across a range of specialties and sites (as workload is not solely allocated to one specialty)
The post holder will be expected to carry out any other duties as directed by the Medical Secretary Manager
To assist, where appropriate, in the provision of cover for other colleagues during absences
Assist in the orientation of new members of staff by demonstrating own duties.
Make economical use of supplies, ensuring office has adequate reserves.
The above does not purport to be an exhaustive list of duties, but it is intended to indicate the type and range of responsibilities involved. The job content will be reassessed periodically. The content will be discussed with the post holder during such a review.
Private work may be undertaken by individual arrangement with Medical Staff, but should not be done during NHS working hours and must be declared to the Medical Secretary Manager.
WELLBEING
Mersey and West Lancashire Teaching Hospitals NHS Trust is committed to supporting and prioritising the wellbeing of our workforce through a range of dedicated services. The Trust's Health, Work and Wellbeing department offers comprehensive support, including the Wellbeing Hub, which provides 1:1 appointments, group sessions, events, and bespoke support for teams and departments.Each department has a Wellbeing Champion who actively promotes staff welfare. Wellbeing Champion organises regular Wellbeing Events, which staff are encouraged to attend. Additionally, the Trust runs a 24/7 Employee Assistance Programme, providing free and confidential support for any issues staff may face.
We are dedicated to fostering a supportive environment for all our colleagues, particularly in the face of challenges. We strive to maintain an open culture where staff feel comfortable seeking help and know they will be met with understanding and compassion.Colleagues have access to the resources they need, including peer support and professional services provided by the Trust. Together, we prioritise both patient care and the wellbeing of our entire workforce.
Person specification
Qualifications
Essential criteria- NVQ III or equivalent experience
- RSA II / III Typing or Word Processing
- Knowledge of medical terminology
- Audio typing
- AMSPAR Diploma
- European Computer Driving Licence (ECDL
Knowledge & Experience
Essential criteria- Previous secretarial experience with knowledge of secretarial/administrative procedures and systems
- Previous Medical Secretary experience
- Knowledge of Data Protection
- Previous NHS experience
- Knowledge of Microsoft Office Software Package
Skills
Essential criteria- Able to communicate effectively with a wide range of people, both internal and external
- Ability to work as a member of a team
- Excellent interpersonal skills
- Flexible working approach
- Ability to plan and organise own workload to meet targets
- Customer Service skills
Other
Essential criteria- Committed to self-development to meet the requirements of the role
- Ability to concentrate for prolonged periods when transcribing medical audio dictation in a predictable work pattern
- Ability to deal with distressed patients or relatives when answering telephone
- Ability to cope with frequent indirect exposure to distressing or emotional situations in content of clinical correspondence
- Continuous use of computer / keyboard
- Use of trolleys to transport case notes
- Continuous use of VDU
- Working in an office environment
Thank you for considering an application to work for Mersey West Lancashire NHS Trust. MWL is an exciting and forward-thinking NHS Trust who are one of the best places to work for in England.
Given sometimes we receive a high volume of applications to work for us, 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 always aim for continuous improvement in our practice.
Equality, Diversity, and Inclusion
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.We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups.
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years.Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click here to check your eligibility before applying for this post as we may be unable to provide sponsorship.
Disclosure and Barring Service Check
If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment.
If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.
Flexible Working
We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook 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. We would also encourage you to also discuss flexible working options at interview stage.
Working for Team MWL
Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts.Our Staff Health and Wellbeing programme offer a variety of services.
The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website
You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.
The Trust will not accept applications which are found to be AI generated.
Additional Information
Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here.
An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.
Good luck with your application. We hope to welcome you to Team MWL very soon.