Job summary

Employer heading

Support Secretary - Gastroenterology

Band 3

Job overview

An exciting opportunity has arisen for 2 x band 3 support secretaries to join and support the administrative team within the Gastroenterology department based in Aintree, Liverpool University Hospital NHS Foundation Trust.

You will be joining a welcoming and friendly team, helping to provide an effective secretarial service.

1 post is full time 37.5 hours and 1 post is part time at 30 hours per week

Main duties of the job

Main duties of the job include:

Typing dictation from audio transcription of clinical correspondence and documentation

Quality check documentation completed in clinical administration support

Ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of specialty accordingly

Complete any tertiary referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patient is promptly reviewed. Check that follow up appointments are arranged in conjunction with patient pathway

Answer the telephone in a promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations

Accurate use of patient information using the PAS

Ensure all letters and discharge summaries are copied to the appropriate professionals including patients

A more extensive list of duties can be found in the job description.

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.

Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. 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.

Detailed job description and main responsibilities

Main duties of the job include:

Typing dictation from audio transcription of clinical correspondence and documentation

Quality check documentation completed in clinical administration support

Ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of specialty accordingly

Complete any tertiary referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patient is promptly reviewed. Check that follow up appointments are arranged in conjunction with patient pathway

Answer the telephone in a promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations

Accurate use of patient information using the PAS

Ensure all letters and discharge summaries are copied to the appropriate professionals including patients

A more extensive list of duties can be found in the job description.

Person specification

Qualifications

Essential criteria

• Educated to GCSE/O Level standard/equivalent
• RSA/OCR Level II or equivalent
• Word Processing/Audio typing Skills
• Knowledge of medical terminology and secretarial procedures

Experience

Essential criteria

• Excellent I.T. skills with knowledge and experience of all Microsoft office packages
• Experience working in an NHS office environment

Skills

Essential criteria

• Excellent communication skills
• Able to use own initiative and respond to new challenges
• Self motivated and able to work with limited supervision
• Manage/prioritise own workload
• Ability to accurately maintain computerise and manual filing/documentation system
• Ability to work as part of a team
• Ability to manage difficult/sensitive situations
• Ability and willingness to undertake further training as required

Desirable criteria

• Knowledge of internal PAS system
• Ability to supervise and motivate a team
• Time management skills
• Excellent interpersonal and influencing skills
• Understanding of Trust internal policies as appropriate

Qualities/Attributes

Essential criteria

• Able to adopt flexible approach when required
• Ability to build and maintain good working relationships

Other requirments

Essential criteria

• Understanding of confidential nature of role and awareness of Data Protection Act

Applicant requirements

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.

Documents to download

Apply online now

Further details / informal visits contact

• Name
• Nikki Groves
• Job title
• Assistant Service Manager
• Email address
• nikki.groves@liverpoolft.nhs.uk
• Telephone number
• 0151 529 3612

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