The Mersey and West Lancashire Teaching Hospitals NHS Trust is seeking full-time and part-time Medical Secretaries to join their team at Whiston and St Helens hospital sites, in response to the expansion of their theatre facilities. The role involves providing comprehensive administrative support within the Clinical Support Services division, including clinical typing across medical and surgical specialties. Candidates should possess strong organisational and interpersonal skills, proficiency in audio-typing and word processing, and ideally hold qualifications such as RSA Level 3/OCR typing or an AMSPAR certificate.
Key responsibilities include quality checking clinical documentation, mentoring staff, managing patient referrals, typing clinical correspondence, handling phone inquiries with tact and empathy, and ensuring the efficient flow of office tasks. Applicants will need to be capable of working independently in a fast-paced environment, meeting tight deadlines, and collaborating with a team to maintain optimal office operations. Training will be provided as necessary, and preferences regarding working hours and site locations will be discussed during the interview process.
Key responsibilities include quality checking clinical documentation, mentoring staff, managing patient referrals, typing clinical correspondence, handling phone inquiries with tact and empathy, and ensuring the efficient flow of office tasks. Applicants will need to be capable of working independently in a fast-paced environment, meeting tight deadlines, and collaborating with a team to maintain optimal office operations. Training will be provided as necessary, and preferences regarding working hours and site locations will be discussed during the interview process.
Please note, there are full time and part time positions available for this post.
Due to the recent theatre expansion at Whiston Hospital, we are looking to expand the Medical Secretary team at Whiston and St Helens hospital sites.
The Community & Clinical Support Services Division at Whiston and St Helens Hospital sites are looking to appoint Medical Secretaries to provide a comprehensive service with the minimum of supervision within the Clinical Support Services division. We provide clinical typing across medical and surgical specialties.
The successful applicant will be able to organise their own workload, co-ordinate workload activities with other secretaries in the team and liaise directly with the Personal Medical Secretary. The successful candidates will be of a pleasant disposition, have excellent interpersonal skills and a friendly telephone manner.
Applicants will be proficient in the use of audio-typing and word-processing packages and ideally qualified to at least RSA Level 3/OCR typing/word-processing or equivalent. Knowledge of medical terminology is essential. Possession of the AMSPAR certificate is desirable. Experience of using Microsoft Office software and the CareFlow system is an advantage but training will be provided if necessary.
There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you are able to work on your own initiative.
Your preference for number of working hours per week and site to be based on, will be discussed with you at interview.
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KEY DUTIES
- To quality check documentation completed in clinical administration support.
- Audit reports bi-monthly against KPIs (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
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The National Health Service (NHS) is a cornerstone of healthcare in the United Kingdom, established in 1948 with the simple yet profound principle of providing healthcare to all citizens, free at the point of use. This revolutionary system aimed to ensure that access to medical services would not depend on an individual’s financial situation, a concept that has since become fundamental to British societal values. Learn more...
Useful skills for a Medical Secretary:
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To work as a Medical Secretary in the UK, you should possess a combination of technical, administrative, and interpersonal skills. Here are the key skills and qualifications that are often required:
Essential Skills:
1. Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and keep track of appointments, medical records, and correspondence.
2. Communication Skills: Strong written and verbal communication skills to interact with healthcare professionals, patients, and other stakeholders.
3. Computer Literacy: Proficiency in using Microsoft Office (Word, Excel, Outlook) and medical software (like NHS systems, EMIS, or SystmOne).
4. Typing Skills: Fast and accurate typing skills are essential for transcription and data entry.
5. Attention to Detail: Accuracy is critical when handling patient records, medical documents, and databases.
6. Confidentiality Awareness: Understanding of patient confidentiality and data protection laws (e.g., GDPR) to ensure sensitive information is handled appropriately.
7. Knowledge of Medical Terminology: Familiarity with medical terminology, procedures, and anatomy to understand documents and communicate effectively in a healthcare environment.
8. Customer Service Skills: Ability to assist patients and address their inquiries empathetically and professionally.
9. Teamwork: Ability to work within a multidisciplinary team and collaborate with healthcare professionals.
10. Problem-Solving Skills: Capacity to handle issues that may arise and find solutions quickly.
Qualifications:
- Education: A minimum of GCSEs in English and Maths is usually required. A qualification in business administration or medical administration can be advantageous.
- Experience: Previous experience in an administrative role, especially in a healthcare setting, is beneficial but not always essential.
- Professional Development: Consider obtaining certifications related to medical administration or secretarial work to enhance your qualifications.
Additional Skills:
- Time Management: Ability to manage time effectively and meet deadlines.
- Adaptability: Flexibility to handle changing workloads and environments in a busy medical practice.
- Knowledge of NHS Protocols: Understanding of NHS procedures, policies, and regulations can be helpful.
Conclusion
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