Band 4 Medical Secretary - Liverpool University Dental Hospital

Job overview

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

• Typing - cross cover to help other specialities as/when needed.
• Answer telephone – pick up calls for other specialities when needed.
• Cross cover of band 4s when needed to cover leave/sickness – including Minute taking.
• Casenote request for Audits – if asked to do so by clinician
• Pick up band 4, band 3 and band 2 duties during leave and sickness (Issue letters and post out letters/clear desk/request casenotes and file letters or results/ deal and assist with clinician queries etc)
• Training of new staff (Band 4, Band 3)
• Chase clinicians to approve letters and flag up when pigeonhole is getting full
• Manage NHS.Net and internal Admin inbox to ensure that this is picked up.
• Organising meetings (including getting the agenda, sending out diary invites and reminders, typing up minutes and action tracker in a timely manner)
• Take Minutes – Clinical Service Meetings and any other specialty meetings.
• Ordering stationary (paper, envelopes etc)
• - Any other duties required by Administration Services Manager

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

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.

Person specification

Education/Qualifications

• 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
• Secretarial Qualification or equivalent experience

• 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/Knowledge

• 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
• Time Management Skills
• Excellent interpersonal and influencing skills

• Knowledge of internal PAS system
• Experience or supervising and motivating a team
• 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.