Job Description

An exciting opportunity has arisen due to the development of the services within the Respiratory Department and we are looking to appoint an enthusiastic, self-motivated individual with a commitment to excellent patient care, to provide a comprehensive administrative support service to the Respiratory Team on our Aintree site. To provide a comprehensive administration/audio typing service in dealing effectively and efficiently with processing of daily workloads, and ad hoc office duties.
**Please note this vacancy will close once sufficient applications have been received**
Main duties of the job
The Support Secretary provides a comprehensive typing support service to the Care Group, in accordance with specialty requirements and will be expected to demonstrate the following:o A comprehensive knowledge of all aspects of the specialty team role and the range of services provided.o The application of knowledge regarding patient administration systems, Microsoft office products and digital dictation systems for the purpose of clinical correspondence administration.o Discernment in all aspect of the typing support role, exercising independent judgement and initiative, as appropriate.o Effective communication skills when dealing with external and internal clinical stakeholders and exercising tact, sensitivity and discretion when dealing with patients and their relatives.o Evidence of team working, cross covering colleagues and acting as mentor to new staff.
About us
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.
We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women's Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.
Details
Date posted
11 June 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
24,625 to 25,674 a year Per annum
Contract
Permanent
Working pattern
Part-time
Reference number
287-AMED-25-25-B
Job locations
Aintree University Hospital, Longmoor Lane, Liverpool L9 7AL (Ward 53/54)
Liverpool
L9 7AL
Job description
Job responsibilities

• Type dictation from audio transcription of clinical correspondence and documentation.2. Quality check documentation completed in clinical administration support.3. Ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of speciality accordingly.4. 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.5. Mentor, train and supervise relevant junior staff as required.6. Deal appropriately with concerns from staff in line with Trust policy.7. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.8. Accurate use of patient information using the Patient administration System (PAS), including registration screen, checking patient details are correct, tracking of case-notes.
• 9. Ensure all letters and discharge summaries are copied to the appropriate professionals, including patients.10. Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.11. Take minutes of meetings, circulating to relevant groups.12. Obtain information as requested by line manager.13. Attend appropriate training, meetings and education sessions when required14. Work with managers to review working practices, ways of working and find solutions to problems15. Work with managers to improve quality and range of services, with resources being managed according to agreed policies and procedures.16. Organise and order stationery as appropriate.17. Ensure all mandatory training is up to date and report accordingly.18. Record and input data onto databases and systems as appropriate19. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure the office runs smoothly.20. General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.

Job description
Job responsibilities

• Type dictation from audio transcription of clinical correspondence and documentation.2. Quality check documentation completed in clinical administration support.3. Ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of speciality accordingly.4. 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.5. Mentor, train and supervise relevant junior staff as required.6. Deal appropriately with concerns from staff in line with Trust policy.7. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.8. Accurate use of patient information using the Patient administration System (PAS), including registration screen, checking patient details are correct, tracking of case-notes.
• 9. Ensure all letters and discharge summaries are copied to the appropriate professionals, including patients.10. Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.11. Take minutes of meetings, circulating to relevant groups.12. Obtain information as requested by line manager.13. Attend appropriate training, meetings and education sessions when required14. Work with managers to review working practices, ways of working and find solutions to problems15. Work with managers to improve quality and range of services, with resources being managed according to agreed policies and procedures.16. Organise and order stationery as appropriate.17. Ensure all mandatory training is up to date and report accordingly.18. Record and input data onto databases and systems as appropriate19. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure the office runs smoothly.20. General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.

Person Specification
Qualifications
Essential

• Educated to GCSE/O Level standard/equivalent
• RSA/OCR Level II or equivalent
• Word Processing/Audio typing Skills
• Knowledge of medical terminology and secretarial procedures

Experience
Essential

• Excellent I.T. skills with knowledge and experience of all Microsoft office packages
• Experience working in an NHS office environment

Knowledge
Essential

• Excellent communication skills
• Able to use own initiative and respond to new challenges
• Self motivated and able to work with limited supervision
• Manage/prioritise own workload
• Ability to accurately maintain computerise and manual filing/documentation system
• Ability to work as part of a team
• Ability to manage difficult/sensitive situations
• Ability and willingness to undertake further training as required

Desirable

• Knowledge of internal PAS system
• Ability to supervise and motivate a team
• Time management skills
• Excellent interpersonal and influencing skills
• Understanding of Trust internal policies as appropriate

Qualities
Essential

• Able to adopt flexible approach when required
• Ability to build and maintain good working relationships

Other
Essential

• Understanding of confidential nature of role and awareness of Data Protection Act

Person Specification
Qualifications
Essential

• Educated to GCSE/O Level standard/equivalent
• RSA/OCR Level II or equivalent
• Word Processing/Audio typing Skills
• Knowledge of medical terminology and secretarial procedures

Experience
Essential

• Excellent I.T. skills with knowledge and experience of all Microsoft office packages
• Experience working in an NHS office environment

Knowledge
Essential

• Excellent communication skills
• Able to use own initiative and respond to new challenges
• Self motivated and able to work with limited supervision
• Manage/prioritise own workload
• Ability to accurately maintain computerise and manual filing/documentation system
• Ability to work as part of a team
• Ability to manage difficult/sensitive situations
• Ability and willingness to undertake further training as required

Desirable

• Knowledge of internal PAS system
• Ability to supervise and motivate a team
• Time management skills
• Excellent interpersonal and influencing skills
• Understanding of Trust internal policies as appropriate

Qualities
Essential

• Able to adopt flexible approach when required
• Ability to build and maintain good working relationships

Other
Essential

• Understanding of confidential nature of role and awareness of Data Protection Act