• Job Description

  Req#: C9160-433100?language=en&page=1904&sort=publicationDateDesc

  Job summary

  The Walton Centre is the only integrated Neuroscience Trust in the UK. Based in Liverpool, it unites all specialties under one roof and provides one of the most comprehensive ranges of Neuroscience services in the UK. The Trust provides services to around 3 million people, mainly from the North West, North Wales and the Isle of Man, but also from across the UK.

  We are looking for a highly motivated and enthusiastic individual to provide comprehensive administration and secretarial support to our Rehabilitation Team. The post holder will demonstrate excellent organisational, communication and typing skills. The post holder will need to be experienced and flexible with excellent organisational and secretarial skills. The role requires excellent word processing skills and computer literacy. They will need to regularly meet tight deadlines and maintain standards relating to administrative processes. Knowledge and experience of Winscribe would be advantageous but not essential.

  Main duties of the job

  To provide an effective secretarial and administration service to Consultants and their clinical teams.

  Be an essential point of contact between the hospital, patients and their relatives, all grades of medical staff, general practitioners and other professionals both internal and external to the Trust.

  Using the Trust digital dictation system, transcribe clinic letters, discharge letters, medical reports, references and general correspondence adhering to confidentiality standards at all times ensuring that clinic letters are sent out within time limits to General Practitioners and other associated professionals.

  In the absence of the clerical officer retrieve medical records and investigation results relating to patient/consultant enquiries as required from within the Walton Centre or from other related sources. Ensuring related patient notes/results are filed efficiently and correctly.

  Book patient follow appointments as required and ensure all appointment outcomes are recoded on the Trust PAS system in a timely manner.

  About us

  The Walton Centre NHS Foundation Trust is the only NHS trust to hold dual accreditation for the Investors in People we invest in people and we invest in wellbeing standards and has been awarded Gold status for both. The Walton Centre is a leader in the treatment and care of neurology and neurosurgery, placing the patient and their family at the heart of everything we do. As the only specialist hospital trust in the UK dedicated to providing comprehensive neurology, neurosurgery, spinal and pain management services we are proud to be rated as an Outstanding Trust by the Care Quality Commission (CQC), and champion change throughout the field of neuroscience. Originally formed in 1992, the Trust received Foundation Trust status in 2009.

  With around 1,450 staff, The Walton Centre treats more than 127,000 outpatients and 18,000 inpatients each year. We have leading specialists and incredibly dedicated staff delivering excellent clinical outcomes for brain, spinal and neurological care nationally and internationally. Teams across our site in Fazakerley, Liverpool, offer a world-class service in diagnosing and treating injuries and illnesses affecting the brain, spine and peripheral nerves and muscles, and in supporting people suffering from a wide range of long-term neurological conditions.

  Date posted

  26 June 2023

  Pay scheme

  Agenda for change

  Band

  Band 4

  Salary

  £25,147 to £27,596 a year

  Contract

  Permanent

  Working pattern

  Part-time

  Reference number

  C9160-433100

  Job locations

  The Walton Centre

  Lower Lane

  Liverpool

  Merseyside

  L9 7LJ

  
  

  Job description

  Job responsibilities

  Role summary

  • The post holder will provide a comprehensive secretarial service to the Consultant and Clinical Team. To work with the minimum of supervision in an organised, efficient and effective manner. It is essential that the post holder uses initiative compatible to the role and it is vital that confidentiality is maintained at all times
  • This post demands a high level of responsibility within the remit of patient care. Accurate record keeping and confidentiality are paramount in this position.

  Key responsibilities

  • To ensure a comprehensive secretarial service within the Trust, maintaining quality standards and confidentiality at all times.
  • Using the Trust digital dictation system, transcribe clinic letters, discharge letters, medical reports, references and general correspondence adhering to confidentiality standards at all times ensuring that clinic letters are sent out within time limits to General Practitioners and other associated professionals.
  • In the absence of the clerical officer retrieve medical records and investigation results relating to patient/consultant enquiries as required from within the Walton Centre or from other related sources. Ensuring related patient notes/results are filed efficiently and correctly.
  • Book patient follow appointments as required and ensure all appointment outcomes are recoded on the Trust PAS system in a timely manner
  • Schedule and book patient admissions and re-arrange cancellations liaising with bed managers as required.
  • In the event of a patient/hospital cancelling an admission date, contact and liaise with the patient directly by phone to organise a further date.
  • On a weekly basis admission/operation lists are sent manually and electronically to the necessary departments within a reasonable time limit.
  • Provide information and advice with regard to the booking of admissions and appointments. The partial booking system of patients should be adhered to, in order to provide choice for patients. Domiciliary visits to be arranged as required by the consultant.
  • Organisation of urgent appointments for rapid access clinics including short notice return appointments.
  • To assist as required with the booking and administration of the Emergency Clinic, contacting patients by telephone and ensuring the typing of letters and the booking of investigations.
  • Dealing with patient related queries/problems by telephone or face to face.
  • Ensure that Waiting lists, RTT PTL lists, Suspended outpatient lists etc. are validated on a regular basis and kept accurate and up to date.
  • Organisation of the consultants diary both manually and electronically, including booking of consultants annual leave.
  • To deal with patient related requirements such as prescribed prescriptions and aids.
  • To arrange accommodation, travel and sustenance provision for patients as required.
  • Secretaries when required are responsible for taking and transcribing minutes of meetings and responsible for distribution of paper work in a timely manner, organising a venue, refreshments and equipment as required.
  • Secretaries are responsible for organising clinical trials/research patients on behalf of their Consultant, retrieval of notes, typing of correspondence, liaising with patients and responsible for supplying the Consultant with up to date paper work.
  • Secretaries are responsible for ensuring referrals are dealt with by Consultant promptly and once prioritised passed to Patient Access Centre. Secretaries are required to contact the patient for short notice appointments.
  • Ensuring effective dealing with any post received in the department.

  Job description

  Job responsibilities

  Role summary

  • The post holder will provide a comprehensive secretarial service to the Consultant and Clinical Team. To work with the minimum of supervision in an organised, efficient and effective manner. It is essential that the post holder uses initiative compatible to the role and it is vital that confidentiality is maintained at all times
  • This post demands a high level of responsibility within the remit of patient care. Accurate record keeping and confidentiality are paramount in this position.

  Key responsibilities

  • To ensure a comprehensive secretarial service within the Trust, maintaining quality standards and confidentiality at all times.
  • Using the Trust digital dictation system, transcribe clinic letters, discharge letters, medical reports, references and general correspondence adhering to confidentiality standards at all times ensuring that clinic letters are sent out within time limits to General Practitioners and other associated professionals.
  • In the absence of the clerical officer retrieve medical records and investigation results relating to patient/consultant enquiries as required from within the Walton Centre or from other related sources. Ensuring related patient notes/results are filed efficiently and correctly.
  • Book patient follow appointments as required and ensure all appointment outcomes are recoded on the Trust PAS system in a timely manner
  • Schedule and book patient admissions and re-arrange cancellations liaising with bed managers as required.
  • In the event of a patient/hospital cancelling an admission date, contact and liaise with the patient directly by phone to organise a further date.
  • On a weekly basis admission/operation lists are sent manually and electronically to the necessary departments within a reasonable time limit.
  • Provide information and advice with regard to the booking of admissions and appointments. The partial booking system of patients should be adhered to, in order to provide choice for patients. Domiciliary visits to be arranged as required by the consultant.
  • Organisation of urgent appointments for rapid access clinics including short notice return appointments.
  • To assist as required with the booking and administration of the Emergency Clinic, contacting patients by telephone and ensuring the typing of letters and the booking of investigations.
  • Dealing with patient related queries/problems by telephone or face to face.
  • Ensure that Waiting lists, RTT PTL lists, Suspended outpatient lists etc. are validated on a regular basis and kept accurate and up to date.
  • Organisation of the consultants diary both manually and electronically, including booking of consultants annual leave.
  • To deal with patient related requirements such as prescribed prescriptions and aids.
  • To arrange accommodation, travel and sustenance provision for patients as required.
  • Secretaries when required are responsible for taking and transcribing minutes of meetings and responsible for distribution of paper work in a timely manner, organising a venue, refreshments and equipment as required.
  • Secretaries are responsible for organising clinical trials/research patients on behalf of their Consultant, retrieval of notes, typing of correspondence, liaising with patients and responsible for supplying the Consultant with up to date paper work.
  • Secretaries are responsible for ensuring referrals are dealt with by Consultant promptly and once prioritised passed to Patient Access Centre. Secretaries are required to contact the patient for short notice appointments.
  • Ensuring effective dealing with any post received in the department.

  Person Specification

  Qualifications

  Essential

  • RSA III
  • Word Processing skills
  • Audio tying skills.

  Desirable

  • Previous experience as a Medical Secretary.
  • Shorthand skills.
  • Amspar Diploma.

  Experience

  Essential

  • Self-motivated and able to work with limited supervision
  • Able to use personal initiative when prioritising workloads
  • Good IT skills
  • Ability to maintain accurate patient information.
  • Ability to adhere to the Data Protection Act and national/
  • local guidelines concerning patient confidentiality
  • Knowledge and experience of medical terminology
  • Excellent communication skills
  • Ability to communicate effectively with patients, relatives
  • Associated professional staff and management
  • Ability to work as part of a team.
  • Willingness to undertake further training as required.

  Desirable

  • Knowledge of hospital PAS system.

  Person Specification

  Qualifications

  Essential

  • RSA III
  • Word Processing skills
  • Audio tying skills.

  Desirable

  • Previous experience as a Medical Secretary.
  • Shorthand skills.
  • Amspar Diploma.

  Experience

  Essential

  • Self-motivated and able to work with limited supervision
  • Able to use personal initiative when prioritising workloads
  • Good IT skills
  • Ability to maintain accurate patient information.
  • Ability to adhere to the Data Protection Act and national/
  • local guidelines concerning patient confidentiality
  • Knowledge and experience of medical terminology
  • Excellent communication skills
  • Ability to communicate effectively with patients, relatives
  • Associated professional staff and management
  • Ability to work as part of a team.
  • Willingness to undertake further training as required.

  Desirable

  • Knowledge of hospital PAS system.

  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).

  Additional information

  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 details

  Employer name

  The Walton Centre NHS Foundation Trust

  Address

  The Walton Centre

  Lower Lane

  Liverpool

  Merseyside

  L9 7LJ

  
  

  Employer's website

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

  Employer details

  Employer name

  The Walton Centre NHS Foundation Trust

  Address

  The Walton Centre

  Lower Lane

  Liverpool

  Merseyside

  L9 7LJ

  
  

  Employer's website

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

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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