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Support Secretary

3 months ago

Liverpool, Liverpool, United Kingdom Liverpool University Hospitals NHS Foundation Trust Full time

An exciting opportunity has arisen 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.


It is expected that all applicants will have previous experience of working in the NHS within a secretarial role and possess an understanding and knowledge of medical terminology and possess audio typing skills.

You will be expected to be a team player and cover for your colleagues during absences.

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


Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.


The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.

The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.


It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.


Follow us on Social Media:

Facebook - Liverpool University Hospitals Careers

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

Key responsibilities

  • Type 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 speciality 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.

  • Mentor, train and supervise relevant junior staff as required.
  • Deal appropriately with concerns from staff in line with Trust policy.
  • To answer the telephone promptly and politely, telephoning patients where
appropriate using tact, discretion and empathy in all situations.

  • Accurate use of patient information using the Patient administration System
(PAS), including registration screen, checking patient details are correct,
tracking of case-notes.
Sep 2021

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

  • Ensure efficient audit processes in place concerning correspondence to
ensure quality levels maintained and rectify accordingly.

  • Take minutes of meetings, circulating to relevant groups.
  • Obtain information as requested by line manager.
  • Attend appropriate training, meetings and education sessions when required
  • Work with managers to review working practices, ways of working and find
solutions to problems

  • Work with managers to improve quality and range of services, with resources
being managed according to agreed policies and procedures.

  • Organise and order stationery as appropriate.
  • Ensure all mandatory training is up to date and report accordingly.
  • Record and input data onto databases and systems as appropriate
  • Be able to work as part of a team, promote effective flows in the department
to cover leave to ensure the office runs smoothly.
photocopying. Participate in housekeeping of office environment.

  • Any other duties required by line manager