Support Secretary

We are seeking a full-time Support Secretary to join our busy Interventional Radiology team. This is a fast-paced and varied role requiring strong organisational and communication skills.

Key responsibilities include managing patient queries, accurate data entry, and the timely typing and processing of clinic letters. The post-holder will play an important role in supporting clinical services and ensuring smooth administrative operations within the department.

This is an interesting and rewarding position, offering the opportunity to work within a dynamic healthcare environment while contributing to high-quality patient care.

To provide a comprehensive support service to consultants and speciality teams including nurse practitioners/clinicians.

Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly.

Record and input data onto databases and systems as appropriate.

Enter patient data into TMIS system

Take telephone calls from patients and deal with appropriately

NHS University Hospitals of Liverpool Group (UHL Group) was formed on 1 November 2024, born from a shared aim to improve the care we provide our communities.

We are one of the largest employers in region, with over 18,900 colleagues who are 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 that extend to more than two million people in the North West.

We operate from five hospital sites:Aintree University Hospitalis 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 Hospitalis home to several elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Heart and Chest Hospitalprovide specialist services incardiothoracic surgery,cardiology and respiratory medicine, both in the hospital and out in the community.Liverpool Women's Hospitalspecialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. TheRoyal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single en-suite bedrooms and mainly focuses on complex planned care and specialist services.

To provide a comprehensive support service to consultants and speciality teams including nurse practitioners/clinicians.

Operate an effective bring forward system and filing system.

To manage and maintain 18 week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded 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.

Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person.

Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly.

Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.

Deal with enquiries either on the telephone of face to face from patients, consultants, junior doctors and colleagues in an appropriate manner.

Ensure all correspondence relating to patient care is acted upon in a timely manner.

Accurate check of patient demographics using the Patient Administration System (PAS), including registration screen, checking patients details are correct, and tracking of case-notes.

Assist with audit/research data collection as required.

Obtain information as requested by line manager

Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.

Attend appropriate training and education sessions at the request of manager.

General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.

Implement policies and procedures for own area.

Record and input data onto databases and systems as appropriate

Any other duties required by line manager

To provide a comprehensive support service to consultants and speciality teams including nurse practitioners/clinicians.

Operate an effective bring forward system and filing system.

To manage and maintain 18 week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded 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.

Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person.

Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate. Maintain an effective track on inpatient referrals to ensure patient is reviewed promptly.

Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.

Deal with enquiries either on the telephone of face to face from patients, consultants, junior doctors and colleagues in an appropriate manner.

Ensure all correspondence relating to patient care is acted upon in a timely manner.

Accurate check of patient demographics using the Patient Administration System (PAS), including registration screen, checking patients details are correct, and tracking of case-notes.

Assist with audit/research data collection as required.

Obtain information as requested by line manager

Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.

Attend appropriate training and education sessions at the request of manager.

General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of office environment.

Implement policies and procedures for own area.

Record and input data onto databases and systems as appropriate

Any other duties required by line manager

Education/Qualifications

• 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

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

Skills/Ability/Knowledge

• 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
• 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/Attributes

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

Other requirements

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

Education/Qualifications

• 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

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

Skills/Ability/Knowledge

• 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
• 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/Attributes

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

Other requirements

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

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer name

Liverpool University Hospitals NHS Foundation Trust

Address

Royal Liverpool Hosptital

Mount Vernon Street

Liverpool

L7 8YE

United Kingdom

Employer's website

https://www.liverpoolft.nhs.uk/ (Opens in a new tab)

Employer name

Liverpool University Hospitals NHS Foundation Trust

Address

Royal Liverpool Hosptital

Mount Vernon Street

Liverpool

L7 8YE

United Kingdom

Employer's website

https://www.liverpoolft.nhs.uk/ (Opens in a new tab)