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Job summary

Main area
Cardiology
Grade
Band 3
Contract
Fixed term: 9 months (Maternity Cover)
Hours
Full time - 37.5 hours per week
Job ref
287-AMED-236-26
Employer
Liverpool University Hospitals NHS Foundation Trust
Employer type
NHS
Site
Aintree
Town
Liverpool
Salary
£25,760 - £27,476 Per annum pro rata
Salary period
Yearly
Closing
29/09/2026 23:59

Employer heading

Liverpool University Hospitals NHS Foundation Trust logo

Support Secretary

Band 3

Job overview

An exciting opportunity has arisen to join and support the administrative team within the Cardiology department based in Aintree, Liverpool University Hospital NHS Foundation Trust.

You will be joining a welcoming and friendly team, helping to provide an effective secretarial service.

It is expected that all applicants will have previous experience of working in the NHS within a secretarial role and possess an understanding and knowledge of medical terminology and possess audio typing skills.

The successful candidate must be able to undertake all administrative duties be well organised, plan own workload and work on own initiative working to strict guidelines, both individually and as part of the wider team.

You will be expected to be a team player and cover for your colleagues during absences. 

**Please note this vacancy may close early once sufficient applications have been received**

Main duties of the job

Main duties of the job include:

Typing dictation from audio transcription of clinical correspondence and documentation 

Quality check documentation completed in clinical administration support 

Ensure appropriate follow up arrangements/investigations are in place. Liaise with personal medical secretary of specialty accordingly

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

Answer the telephone in a promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations

Accurate use of patient information using the PAS 

Ensure all letters and discharge summaries are copied to the appropriate professionals including patients 

Working for our organisation

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 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 several elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Heart and Chest Hospital provide specialist services in cardiothoracic surgery, cardiology and respiratory medicine, both in the hospital and out in the community. 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 en-suite bedrooms and mainly focuses on complex planned care and specialist services.

Detailed job description and main responsibilities

1.       Touch typing of correspondence and other patient related documentation appropriate to the specialty following shorthand dictation, hard copy written documents or digitally produced audio files.

2.       Meeting agenda preparation, minute taking and distribution.

 3.       Organisation of cardiac administration, including the organisation and booking of appointments and theatre list, stock review and maintenance.

 4.       Telephone liaison with patients.

 5.       Assist in the collection and recording of audit data.

6.       Ensure all correspondence outputs produced meet the quality and professional standards set by the department. 

7.        Accurate and timely recording of  patient information  onto Trust systems for specialty use, as directed. 

8.       General office duties: scanning, emailing documentation and providing  telephone cover to the department, as required. 

9.       Responsibility for maintaining safe and secure systems in relation to documentation that is retrieved or used as part of the role,  in accordance with governance procedures. 

10.    To undertake annual appraisal. 

11.    Must undertake all mandatory training as required by the Trust.

12.    Any other duties appropriate as may be required.

* Any other duties required by line manager

Person specification

Education/Qualifications

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

Skills/Ability/Knowledge

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

Employer certification / accreditation badges

Fair Employment Charter Status - Aspiring LevelNHS Pastoral Care Quality AwardTrust IDVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleInvestors in PeopleArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Carer confident logo, the employers for carers confident schemeDisability confident committedStep into health

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

Documents to download

Apply online now

Further details / informal visits contact

Name
Christine Napier
Job title
Clinical Office Manager
Email address
[email protected]
Telephone number
0151 529 2717
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