Personal Medical Secretary NHS AfC: Band 4 Job Vacancy in St Helens & Knowsley Teaching Hospitals Building 77, Warrington Road, Prescot – Updated today
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Company Name : St Helens & Knowsley Teaching Hospitals
Location : Building 77, Warrington Road, Prescot
Position :
Job Description : Main area
Surgical Care
Grade
NHS AfC: Band 4
Contract
Permanent
Hours
Full time
Part time
Flexible working
We have a variety of full & part time permanent, fixed term & bank contracts available.
Job ref
409-3925183
Site
Various Trust Sites
Town
Prescot
Salary
£22,549 – £24,882 Per Annum (Pro Rata if Part Time)
Salary period
Yearly
Closing
06/03/2022 23:59
Interview date
12/03/2022
Job overview
We will be hosting our first ever Administrative & Clerical Recruitment Event on Saturday 12th March 2022 – 10am – 3pm
We are recruiting for a variety of Administrative roles
(ranging from Band 2 – 4) to be part of our Surgical Care Group Directorate
Who do we want?
Individuals with an interest in joining the NHS in a non-clinical role
Individuals who are looking for bank (flexible) admin opportunities
Our current Admin and Clerical staff members (who are currently in Band 2 – 3 roles) and would like to explore development opportunities in their current role
Why join our event?
It’s a drop in event, so you can come anytime!
You will have the opportunity to chat to our teams about the roles/opportunities we have available
Have an interview on the day (You will have submitted an online application prior to the event and be shortlisted, to attend an interview on the day)
This unique event will give you the opportunity to:
visit the hospital
meet your future colleagues
discuss training options and could be a starting or turning point in your NHS career
The Recruitment Event will take place at:
Education, Training and Conference Centre,
Nightingale House, Whiston Hospital site, Warrington Road, Prescot
L35 5DR.
Main duties of the job
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.
The Surgical/Medical Care Group provides a full range of acute in-patient, out-patient, day case and emergency services to the local communities of St Helens, Knowsley and Halton and out of area patients.
Working for our organisation
St Helens and Knowsley Teaching Hospitals NHS Trust is the only acute Trust in Cheshire and Merseyside, and one of the few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.
We provide a full range of acute adult services to our local population of circa 360,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are a Major Trauma Unit and the Mersey Regional Burns Unit.
Our ‘5 Star Patient Care’ strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.
Our latest achievements include:
Acute Trust of the Year – HSJ Awards November 2019
Trust rates Outstanding by the CQC – Inspection August 2018
Top 100 places to work in the NHS (NHS Employers and Health Service Journal)
Best acute Trust in England for quality of care for the 3rd year running (NHS Staff Survey)
In the NHS Staff Survey 2020 the Trust scored the highest marks in the following areas;
Quality of care
Staff engagement
Support from managers
Detailed job description and main responsibilities
To provide a comprehensive secretarial service to the Consultant, Doctors and Speciality Team including nurse clinicians.
Manage all departmental rotas and on-call rotas ensuring that annual/study leave and sickness do not compromise the smooth running and the department. Liaise with Medical Staffing to arrange locum cover. If emergency need is requested by members of clinical team ensure this is covered accordingly liaising closely with Clinical Director or dedicated clinical person for rota management
Preparation of departmental induction and teaching programme for junior doctors/students taking an active part in departmental induction.
Monitoring of the use of annual and study leave for all doctors ensuring that the correct level of cover is provided at all times. This would also include the arrangement of cover during examinations and junior doctor rotation.
Monitoring of the use of annual and study leave for all doctors ensuring that the correct level of cover is provided at all times. This would also include the arrangement of cover during examinations and junior doctor rotation.
Keep diary up to date, arrange appointments, and arrange travel and accommodation.
Operate an effective bring forward system and filing system.
Type dictation from audio transcription of clinical correspondence and documentation, ensuring all letter and workflow processes are adhered to and Standard Operating Procedures are followed.
Type discharge summaries as appropriate
Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.
To manage and maintain 18 week pathways including Tertiary Referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral To Treat (RTT) patient pathway.
Support Consultant in non-clinical activities/Clinical Director role by preparing presentation documents using relevant packages and arranging meetings, circulate agenda/supporting papers as appropriate, and taking minutes at meetings.
Ensure appropriate personnel are informed of consultant annual/study leave. Amend clinic/theatre lists/forms appropriately. Keep Consultants informed of junior doctor leave could have an effect on the service.
Arrange planned patient admission to Hospital liaising with the appropriate ward and admissions department.
Ensure Consultants are up to date with mandatory training/appraisals and ensure information is updated on ESR system.
Ensure sickness/absence and annual leave of clinical staff is reported on ESR system.
Assist with the investigation and compilation of responses to complaints, helping to ensure this is done within the optimum deadlines set by the Trust.
Work from initiative using own judgment, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person.
Deal with enquiries either on the telephone or face to face from patients, consultants, junior doctors and colleagues in an appropriate manner.
Ensure all correspondence relating to patient care is acted upon in a timely manner and that investigations are signed by Consultants or team and are dealt with in accordance with Trust policy.
Cross reference invoices against investigations completed at external sites. Prepare any claims for reimbursement for consultant activities.
Accurate check of demographics using the Patient Administration System (PAS), including registration screen to check patient details are correct.
Maintain effective track on inpatient referrals to ensue patient is reviewed promptly.
Receive new referral letters and ensure they are dated and triaged in a timely manner. Liaise with appointments and patients to book appointments accordingly. Check monthly breach lists.
Receive cash/cheque donations to Trust; provide receipt/letter of confirmation.
Assist with audit/research data collection as required.
Obtain information requested by Administration Services Manager as and when required.
Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
Train new and junior members of the team within own work area as required by Administration Services Co-ordinator.
General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment.
Attend appropriate training and education sessions at the request of manager
Work with co-ordinators to review working practices, ways of working and find solutions to problems.
Implement policies and procedures for own areas.
Order stationery for own areas when required.
To work in a flexible manner in accordance with the Trust Policy.
Any other duties required by Line Manager
Person specification
Qualifications
Essential criteria
Educated to GCSE level standard or equivalent qualifications and/or experience
RSA III Typing/Word-processing or equivalent qualification and/or experience
RSA III Medical Audio-Typing or equivalent qualification and/or experience
Desirable criteria
Secretarial Diploma
ECDL or equivalent qualification and/or equivalent experience
Knowledge & Experience
Essential criteria
Experience of Minute taking
Excellent IT knowledge and experience of Microsoft office products i.e. excel, power point, access and MS publisher
Experience of Medical Audio typing
Ability to work as part of a team
Previous experience as a Medical Secretary
Effective communication skills and ability to communicate with all levels of staff in a helpful and courteous manner
Ability to organise workload effectively and prioritise to meet deadlines
Ability to use initiative to problem solve
Desirable criteria
Experience in a similar role or equivalent level of knowledge
Knowledge of Medical Terminology
St Helens & Knowsley Teaching Hospitals NHS Trust are committed to providing an environment and services which embrace diversity and which promote equality of opportunity, we welcome applications from all sections of the communities we serve to enable us to reflect their diversity and improve the delivery of the services we provide.
Any information gathered during the application process relating to protected characteristics as defined by the Equality Act 2010, is gathered for statistical purposes only and is not made available to recruiting managers at any stage of the recruitment process.
As a ‘Disability Confident Leader’ we offer a guaranteed interview scheme for applicants who consider themselves to have a disability and who meet the minimum selection criteria (essential) at each stage of the selection process. You can indicate your wish submit an application under the Trust’s guaranteed interview scheme in the personal information section of the online application form.
Transitional arrangements are in place for EU,EEA and Swiss Citizens following the UK’s withdrawal from the EU. Should you this apply to you, you are advised to familiarise yourself with these arrangements to ensure you continue to have right to work in the UK and how to evidence that right in the future. Please see the document attached to this vacancy. This requirement does not apply to Irish citizens, who can continue to freely enter, live and work in the UK.
The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.
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.
If you are having difficulty completing an online application, please contact Recruitment@sthk.nhs.uk
This post is listed Under Healthcare
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