Support Secretary

We have a position available for experienced, well-motivated and enthusiastic support secretaries to join the cardiology medicine secretariat. The appointees will work within an established secretarial team who have a commitment to improve our patient experience.

The successful applicants must be able to undertake all administrative duties, be well organised, able to plan their own workload, work on their own initiative and work to strict deadlines.

To provide a support service to the PAs and Consultants in the service lines

To manage the efficient and timely completion of all typing in the service lines including clinic letters and discharge letters

As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision 'to be the best cardiothoracic integrated healthcare organisation'.

We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine both in the hospital and out in the community.

We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics.

Our reputation for strong performance is important in delivering the best care for our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and our encouragement of flexible working in a variety of forms.

Principal Accountabilities

Typing of all clinic letters, discharge letters, results letters for the allocated priority service

Assist in the typing for allocated secondary service

Complete typing as allocated by the service PAs

Inform PA of any instructions on dictation of clinic letters etc

List patient when letter instructs

Add patients to appropriate waiting lists when instructed

Organisational

Patient experience

Completion of the audio-typing of clinical and non-clinical correspondence within the service line and within set timescales.

Escalating issues to PA

Maintaining the confidentiality of patient information at all times

Team working

Coordinate cover of duties across Business Support during periods of holiday and / or sickness.

Completing all typing and administrative tasks such that other team members are able to carry out their duties ensuring an efficient and effective administration service is provided to patients and Consultants and in accordance with communicated KPIs

Communication

Responding to queries in a caring, sensitive and reassuring manner. Use initiative when dealing with enquiries, escalating as appropriate.

Providing information to the management team when requested and use initiative to escalate any issues as appropriate.

Communicating with GPs other external agencies

Providing information to staff in other departments

Escalating issues to the PAs as appropriate

Policy & Service Development

Being aware of and adhering to administrative procedures and protocols relevant to the post.

Observing the provisions of and adhering to all Trust policies and procedures

Required to comment on, implement and adhere to secretarial / administrative procedures and protocols.

Data Management

Recording all information as required on PAS including amendments

Quality

Training

Attending mandatory training in accordance with Trust policy

Participating in in-house training and updating of skills as required

Demonstrating on going learning and development related to the role

General Statements

Attending team meetings where required

Maintaining confidentiality and abide by the Data Protection Act.

Being familiar with and following health and safety policy and procedures and to be aware of individual responsibilities under legislation, drawing any areas of potential risk to the attention of managers

Ensuring completion of timely PDR/Appraisal process with designated line manager

Being able to demonstrate Trust values and behaviours (outlined in staff handbook) at all times

Undertaking any other duties which are deemed appropriate to the band

The above indicates the main duties of the post which may be reviewed in the light of experience and development within the service. Any review will be undertaken in conjunction with the postholder.