Official Specifications
Role Overview & Mandate
Executive Summary
An exciting opportunity has arisen for an experienced administrative/secretarial clerk to work within the Liverpool ME/Chronic Fatigue Syndrome...
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An exciting opportunity has arisen for an experienced administrative/secretarial clerk to work within the Liverpool ME/Chronic Fatigue Syndrome therapy team at the Liverpool University Hospitals NHS Foundation Trust.
This job requires and individual who can work with minimal supervision,
using their own initiative, who will be managing a range of administrative duties within the unit.
To provide a full administrative support co-ordinating and monitoring
the ME/CFS E-referral waiting list for its outpatient clinics. To provide a full range of secretarial procedures to the department.
Supervision of other clerical staff working in the department.
Data gathering and co-ordinating service audits in a timely manner.
Secretarial and administrative support for the department as a whole,
including throughout the recruitment and selection process.
Provide full secretarial support to clinical team including keeping diaries
and arranging appointments. Manage e-referral waiting list/prioritising/appointing patients and adjusting clinic times as necessary with minimal direction, following department protocol, ensuring notes are ready for clinical review.
Ability to work to monthly deadlines is essential.
Liaise with CCG’s re funding.
Provide and receive routine information requiring tact and diplomatic
skills. Exchange verbal and written information with patients, staff and
carers relating to appointment, admissions, and meetings.
Maintain good relations with all persons, having regular contact with
consultant and their medical teams, including general practitioners,
patients and relatives. Provide information and advice to patients and
relatives regarding admissions and appointments
Receive telephone and personal enquires on behalf of consultants,
other staff, other hospitals, management, suppliers and patients.
Exercise independent judgement and initiative based on acquired
knowledge when problems arise.
Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.
The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.
The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.
It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.
To hear more about our achievements click herehttps://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf
Follow us on Social Media:
Facebook – Liverpool University Hospitals Careers
Instagram - @LUHFTcareers
Twitter - @LUHFTcareers
Sort and deliver mail composing response letters following discussion
with clinical lead.
To develop close working relationships with managers/ multidisciplinary
teams, to co-ordinate staff to ensure the effective ordering and control
of all stock and non-stock items required by the directorate
To co-ordinate all requisitions for stock and non stock items ensuring
that the appropriate subjective codings are always used.
To check the receipt of goods received and to arrange for their
appropriate distribution and storage within the unit.
To check for any discrepancies or anomalies on goods received and to
either resolve these matters with accounts payable department or refer
them to the Unit Manager/Directorate Manager for further action.
In conjunction with the manager and the supplies department to
determine the appropriate stock level for each clinical area.
Monitor stocks for Treatment Rooms. Hold a quantity of stock and
distribute when required.
Regularly monitor the stockholding of all areas within the directorate to
ensure that they are consistent with the agreed levels and to notify the
Unit Manager/Directorate Manager where this is not the case.
To order all stationery and printing for the directorate and ensure that
budgetary limits are not exceeded and to notify the Unit Manager if this
appears to be the case.
To develop an electronic filing system of invoices and requisitions
dealing with store items.
Ensure all medical records are in a tidy and chronological order both on
receipt and return of records.
Ensure that all patient correspondence includes the patient’s new NHS
number and the Patient Administration System (PAS) is kept up to date
at all times.
Liaise with other departments and use the hospital IT system to
retrieve investigation results. Ensure all results are brought to the
attention of the consultant or other members of his/her form and signed
before filing in notes.
Arrange further investigations and tests as directed by consultant.
Understand and follow modernisation policies including working within
targets agreed and set by the Trust.
This job requires and individual who can work with minimal supervision,
using their own initiative, who will be managing a range of administrative duties within the unit.
To provide a full administrative support co-ordinating and monitoring
the ME/CFS E-referral waiting list for its outpatient clinics. To provide a full range of secretarial procedures to the department.
Supervision of other clerical staff working in the department.
Data gathering and co-ordinating service audits in a timely manner.
Secretarial and administrative support for the department as a whole,
including throughout the recruitment and selection process.
Provide full secretarial support to clinical team including keeping diaries
and arranging appointments. Manage e-referral waiting list/prioritising/appointing patients and adjusting clinic times as necessary with minimal direction, following department protocol, ensuring notes are ready for clinical review.
Ability to work to monthly deadlines is essential.
Liaise with CCG’s re funding.
Provide and receive routine information requiring tact and diplomatic
skills. Exchange verbal and written information with patients, staff and
carers relating to appointment, admissions, and meetings.
Maintain good relations with all persons, having regular contact with
consultant and their medical teams, including general practitioners,
patients and relatives. Provide information and advice to patients and
relatives regarding admissions and appointments
Receive telephone and personal enquires on behalf of consultants,
other staff, other hospitals, management, suppliers and patients.
Exercise independent judgement and initiative based on acquired
knowledge when problems arise.
Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.
The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.
The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.
It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.
To hear more about our achievements click herehttps://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf
Follow us on Social Media:
Facebook – Liverpool University Hospitals Careers
Instagram - @LUHFTcareers
Twitter - @LUHFTcareers
Sort and deliver mail composing response letters following discussion
with clinical lead.
To develop close working relationships with managers/ multidisciplinary
teams, to co-ordinate staff to ensure the effective ordering and control
of all stock and non-stock items required by the directorate
To co-ordinate all requisitions for stock and non stock items ensuring
that the appropriate subjective codings are always used.
To check the receipt of goods received and to arrange for their
appropriate distribution and storage within the unit.
To check for any discrepancies or anomalies on goods received and to
either resolve these matters with accounts payable department or refer
them to the Unit Manager/Directorate Manager for further action.
In conjunction with the manager and the supplies department to
determine the appropriate stock level for each clinical area.
Monitor stocks for Treatment Rooms. Hold a quantity of stock and
distribute when required.
Regularly monitor the stockholding of all areas within the directorate to
ensure that they are consistent with the agreed levels and to notify the
Unit Manager/Directorate Manager where this is not the case.
To order all stationery and printing for the directorate and ensure that
budgetary limits are not exceeded and to notify the Unit Manager if this
appears to be the case.
To develop an electronic filing system of invoices and requisitions
dealing with store items.
Ensure all medical records are in a tidy and chronological order both on
receipt and return of records.
Ensure that all patient correspondence includes the patient’s new NHS
number and the Patient Administration System (PAS) is kept up to date
at all times.
Liaise with other departments and use the hospital IT system to
retrieve investigation results. Ensure all results are brought to the
attention of the consultant or other members of his/her form and signed
before filing in notes.
Arrange further investigations and tests as directed by consultant.
Understand and follow modernisation policies including working within
targets agreed and set by the Trust.
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