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    Clerical Administrator - Whiston, United Kingdom - Mersey and West Lancashire Teaching Hospitals NHS Trust

    Mersey and West Lancashire Teaching Hospitals NHS Trust
    Mersey and West Lancashire Teaching Hospitals NHS Trust Whiston, United Kingdom

    3 weeks ago

    Default job background
    Fixed-Term
    Description

    Job summary

    Part Time 32 hours per week. Fixed Term/Secondment until November 2024

    We are looking to appoint a Clerical Administrator to provide a comprehensive administration service to the Surgical Care Team based at Whiston Hospital.

    We are looking for an enthusiastic, committed person who can work both as an individual and as part of a team with a flexible approach to duties. The successful candidate will be of a pleasant disposition, have excellent interpersonal skills and a friendly telephone manner as the successful candidate will be expected to liaise with staff and direct calls as required.

    The ideal candidate will have experience of using Microsoft Office software, a good understanding of IT packages and knowledge of the Careflow system is desirable, although full training will be given.

    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.

    Previous experience in a similar role is desirable, but full training will be given.

    Main duties of the job

  • Type dictation from audio transcription of clinical correspondence and documentation.
  • Type discharge summaries as appropriate.
  • Ensure appropriate follow up arrangements/investigations are in place. Liaise with relevant Medical Secretary of Specialty accordingly.
  • Ensure any actions required regarding 18 week / tertiary referrals are dealt with and actioned.
  • Ensure all letters and discharge summaries are copied to the appropriate professionals and other agencies.
  • Ensure all outgoing post is sent out within 24 hours of signing. (inclusive of out of area GP letters)
  • Ensure all action reports are completed daily and all letters / attachments sent out the same day
  • Carry out all stock ordering for speciality areas and completion on SBS
  • Assist the Directorate in providing quality administrative support to the clinical teams.
  • Accurate and timely input of data onto information databases

    • About us

    The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.

    From 1st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.

    The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.

    The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.

    Our Vision is to deliver 5 Star Patient Care:

  • CAREthat is evidence based, high quality and compassionate
  • SAFETY that is of the highest standards
  • COMMUNICATION that is open, inclusive and respectful
  • SYSTEMS that are efficient, patient centred and reliable
  • PATHWAYS that are best practice and embedded, but also respect the individual needs of patients

    • Our achievements include:

  • Trust rated Outstanding by CQC Inspection August 2018
  • Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
  • Awarded National Preceptorship Accreditation for our Nursing & AHP Preceptorship Programme

    • Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.

    Job description

    Job responsibilities

    KEY DUTIES

  • Type dictation from audio transcription of clinical correspondence and documentation.
  • Type discharge summaries as appropriate.
  • Ensure appropriate follow up arrangements/investigations are in place. Liaise with relevant Medical Secretary of Specialty accordingly.
  • Ensure any actions required regarding 18 week / tertiary referrals are dealt with and actioned.
  • Ensure all letters and discharge summaries are copied to the appropriate professionals and other agencies.
  • Ensure all outgoing post is sent out within 24 hours of signing. (inclusive of out of area GP letters)
  • Ensure all action reports are completed daily and all letters / attachments sent out the same day
  • Carry out all stock ordering for speciality areas and completion on SBS
  • Assist the Directorate in providing quality administrative support to the clinical teams.
  • Accurate and timely input of data onto information databases.
  • Filing of test results appropriately in a timely manner.
  • Photocopying/faxing, general housekeeping of the office environment.
  • Follow all Standard Operating Procedures for the area in which you work
  • Assist with collection of clinical data for audit and disseminate information to teams.
  • Attend appropriate training, meetings and education sessions at the request of manager.
  • Work with managers and administrative staff to review working practices, ways of working and find solutions to problems.
  • Work with Team Leaders/Administration Service Mangers to improve quality and range of services, with resources being managed according to agreed policies and priorities

    • ADDITIONAL REQUIREMENTS

  • Follow risk management procedures at all times including the identification, assessment and management of risk within the division.
  • To abide by all Trust policies and procedures.
  • To be responsible for own professional/personal development, including participating in ongoing appraisal and personal development planning.
  • Any other ad hoc duties to ensure the smooth running of the department.

    • 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 Trusts 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. observe inappropriate parenting, an unusually quiet and withdrawn child etc
  • Be able to seek advice and report concerns, ensuring that they are listened to.
    • Person Specification

    Qualifications

    Essential

  • Word Processing Skills/equivalent qualification/experience

    • Desirable

  • RSA / OCR II or equivalent experience
  • Audio Typing Skills

    • Knowledge & Experience

    Essential

  • Excellent IT skills with knowledge and experience of Microsoft office products
  • Experience of office procedures

    • Desirable

  • Knowledge of medical terminology
  • Previous experience within the NHS

    • Skills

    Essential

  • Self-motivated and able to work with limited supervisions
  • Able to use own initiative and manage/prioritise own workload filing/documentation system
  • Excellent communication skills
  • Ability to accurately maintain computerised and manual
  • Ability to work as part of a team
  • Knowledge of internal hospital PAS

    • Other

    Essential

  • Able to work the hours and duties required by the post
  • Able to adopt flexible approach when required
  • Comply with Trust policies and procedures
  • Understanding of confidential nature of role and awareness of Data protection act
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