Medical Secretary

at  Mersey and West Lancashire Teaching Hospitals NHS Trust

To provide a comprehensive administrative service in dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties. Ensure cross cover working where appropriate.
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.
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.

To quality check documentation completed in clinical administration support.
Audit reports bi-monthly against KPI’s (key performance indicators).
Mentor, train and supervise relevant staff as required by the Administration Services Co-ordinator.
Complete any Tertiary Referrals to external Trusts and ensure these are completed on 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.
Type dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly.
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 to check patient details are correct.
Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
Print off EIS reports for discharges.
Taking minutes of meetings and circulating to relevant groups.
Obtain information requested by Administration Services Co-Ordinator.
Record sickness/absence, annual leave on ESR system.
Carry out appraisals as appropriate.
Organise and order stationary items as appropriate.
Ensure all mandatory training is up to date and report accordingly.
Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment.
Attend appropriate training, meetings and education sessions at the request of manager.
Work with managers to review working practices, ways of working and find solutions to problems.
To work in a flexible manner in accordance with the Trust Policy.
Any other duties required by Line Manager
Safeguarding Responsibilities
Comply with Trust Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust, this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents.
Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your Consultant. Type any medical reports for child protection cases as requested by the Consultant, nurse or junior medical staff. Arrange multi- professional meetings regarding child protection/child in need cases. Minute multi- professional meetings as necessary.
Provide administrative support for the Named Consultant and Named Nurse for Safeguarding Children
Know about the range of physical abuse, emotional abuse, neglect and sexual abuse.
Be able to recognise signs of abuse appropriate to role and what action to take.
Know what to do if concerned that a child is being abused.
Know about the Trust’s local policies/procedures.
Understand the importance of sharing information, how it can help and the dangers of not sharing information.
Be able to recognise signs of child abuse as this relates to their role. e.g observe inappropriate parenting, an unusually quiet and withdrawn child etc.
Be able to seek advice and report concerns, ensuring that they are listened to