Support Secretary

We have a position available for experienced, well-motivated and enthusiastic support secretary to join the cardiology secretary team. 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.