Total 17 Administrative / Clerical job vacancies in bb2

We are looking to recruit a Ward Clerk to the Acute Medical Unit.

We admit patients medically unwell patients direct from GP's or the Emergency Department /clinics. The patients are seen, assessed and treated, then transferred or discharged.

This is an opportunity to become part of a dynamic team in a demanding fast paced environment with a high turnover of patients that is committed to delivering the best quality care.

The candidates we are looking for must work well within a team, be efficient with computer systems, be able to communicate effectively over the telephone and be competent is general admin duties.

The main responsibilities include assisting nursing staff in the admitting and welcoming of patients and relatives to the ward. Ensure case notes are efficiently obtained, distributed and maintained. Clerical duties associated with the admission, transfer and discharge of patients. Using the hospital computer systems.

Communicate and consult with other departments, internal and external to the Trust, in furtherance of the service provided to patients. Make follow-up appointments for patients when necessary. Order and maintain levels of stock stationery, etc. Collect and distribute mail. General office duties e.g., filing photocopying etc. Keeping the ward and reception areas clean and tidy.

At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 8,000 staff, many of whom have won awards for their work.

Main duties:
1. Assist in the reception of patients and relatives to the unit.
2. Clerical duties associated with the admission, transfer and discharge of patients.
3. Enter patient information on a computerised Patient Administration System (P.A.S.) and obtain relevant electronic wristband.
4. Communicate with patients, visitors and colleagues by telephone, face-to-face or in writing, in furtherance of the effective running of the unit.
5. Ensure case notes are efficiently maintained, including:-
6. Filing episodic clinical and nursing notes.
7. Filing investigation reports. Then send for coding.
8. Request x-rays, pathology reports from the appropriate departments.
9. Communicate/consult with other departments, internal and external to the Trust e.g., Patient Services, Community Matrons, Social Workers, Health Visitors and Ambulance service in furtherance of the service provided to patients.
10. Make follow-up appointments for patients when necessary,request outpatient diagnostics as requested.
11. Collect and distribute mail for patients and staff.
12. General office duties e.g., filing photocopying, use of facsimile and errands.


This advert closes on Sunday 24 Nov 2024

Our client HM Courts & Tribunals Service (HMCTS) is an agency of the Ministry of Justice. HMCTS provides administrative support for the legal system across England and Wales, ensuring justice works for everyone.
Our justice system defends our fundamental rights and freedoms. It is a cornerstone of our modern society, and it must serve all those who call on it, when they call on it. From some of the most vulnerable people in our society, to families in crisis, claimants and commercial businesses - HMCTS has a responsibility to administer a justice system that is accessible to everyone and operates efficiently.

Position: Full-Time Temporary Admin Officer
Contract: 3 months with the possibility of extending
Working Hours: Monday to Friday, Office Hours (37 hours per week)
Hourly Rate: £11.59 per hour

Job Description:
We are currently seeking an organised, motivated Admin Officer to support the admin team based at Blackburn Magistrates Court. There may be times where cover will also be needed at Burnley Magistrates Court. The role will include preparing papers and files for court, tribunals, hearings and meetings; creating and updating records, including collecting information; data input, communicating with the Judiciary and other court staff and handling face to face, telephone and email enquiries from court users. The role will also consist of CVP preparation and hosting. Training will be provided on internal systems. Excellent communication and IT skills are required for this post.

Requirements:

• Able to follow well established processes and detailed instructions.
• Strong administrative skills with proficiency in Microsoft Office packages
• Excellent communication skills, both written and verbal.

Benefits:

• Weekly pay, holiday and pension scheme
• Location accessible by car, train or bus

Application Process:

If you are interested in this position, please apply online with your CV in WORD format.

Important:

Successful candidates will be subject to a thorough background and clearance check, including Criminal Record Checks (DBS Checks), Reference Checks (Employment, Education, and any gaps) covering the past three years, as well as Address checks for the past five years. This process may also include obtaining character references and/or other evidence to cover periods of unemployment.

Brook Street are proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.
Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you.?
In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you. 

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.

Transcription and production, from digital dictation and audio-tape, of typewritten reports/correspondence, using word processing packages, for the medical teams, which may include outpatient reports, detailed discharge summaries, operation notes and other relevant clinical and non clinical correspondence. This may include correspondence that is time-sensitive (such as complaints) ensuring information is dictated and typed within any designated time limits. Type medico-legal summaries, maintain medico-legal files and liaise with legal department in respect of medico-legal cases Manage patient investigation results effectively including maintaining systems for monitoring and retrieving outstanding investigations and responsibility for chasing up missing/delayed results. Retrieve patient results from ICE/CRIS systems, ensuring that results are available as soon as possible Check all incoming laboratory/radiology results, ensuring that abnormal results are communicated promptly to appropriate Clinician. Will be required to instigate appropriate referrals to other disciplines in respect of specific abnormalities in line with Departmental protocols. Ensure all reports are seen and signed by Clinician prior to filing in case-notes. Ensure that pathways are closed where appropriate following discharge or paperwork or coded appropriate if not discharged. Process health records of patients discharged from hospital; where standard letters have been generated at ward level, ascertain from case-notes whether any supplementary letter/action is required and deal with appropriately. Ensure that follow up appointments or referrals to other specialties are arranged where necessary. Ensure that relevant investigation results received after patients discharge are communicated to GP where appropriate, particularly where treatment may be required. Input and extract data from patient administration system Cerner and other relevant software programmes Provide appropriate cover for colleagues during periods of absence to ensure effective cross-cover is maintained within the directorate. . To be the primary contact for patients under designated consultants. To communicate effectively and professionally, giving reassurance, information or advice appropriately

The overall purpose of the post holder is to provide effective delivery of patient focused health care within key performance targets and provide communication and organisational skills for a designated number of consultant surgeons and their associated medical personnel/teams.

The role comprises a wide range of specific duties and requires competence in word processing, keyboard skills and audio-typing with the ability to prioritise own workload without direct supervision.

Are you interested in an important and challenging role within the surgical admin Department at Royal Blackburn Hospital

We are currently looking for a suitably qualified and experienced Secretary/PA to join our General Surgery Team to provide a secretarial/PA role for the consultants.

You will need to work accurately and methodically, meet deadlines, show attention to detail, work as part of a team but use your own initiative. Can you work with all types of people and be helpful and reassuring when dealing with patients?

You will need to be flexible and pro-active, able to respond and adapt to the varying demands and changing circumstances in our busy department.

Resilience is an important quality to success in this role as is the ability to plan and organise your own workload.

The role involves a wide range of specific duties and requires competence in word processing, keyboard skills and audio typing. Knowledge of medical terminology and previous medical secretarial experience is an advantage, but not essential.

When you walk through the door, one of the first things you’ll notice is that the organisation is full of talented people. Not just in the fields of medicine, nursing or diagnostics but in every part of the organisation. Professional and committed people who are all working together in an open and supportive culture.

We don’t just look at you for who you are now; we look at you for who you could be in the future. We take training seriously, and encourage you to do the same. We want staff to develop their capabilities to the full with a range of learning and development opportunities.

To enable the Trust and its employees to exceed expectations and to achieve corporate and service aims and objectives, we need to recruit, develop and retain skilled and motivated people through effective people management and development, leading to a high performance culture.


• Transcription and production, from digital dictation and audio-tape, of typewritten reports/correspondence, using word processing packages, for the medical teams, which may include outpatient reports, detailed discharge summaries, operation notes and other relevant clinical and non clinical correspondence. This may include correspondence that is time-sensitive (such as complaints) ensuring information is dictated and typed within any designated time limits. Type medico-legal summaries, maintain medico-legal files and liaise with legal department in respect of medico-legal cases


• Manage patient investigation results effectively including maintaining systems for monitoring and retrieving outstanding investigations and responsibility for chasing up missing/delayed results. Retrieve patient results from ICE/CRIS systems, ensuring that results are available as soon as possible Check all incoming laboratory/radiology results, ensuring that abnormal results are communicated promptly to appropriate Clinician. Will be required to instigate appropriate referrals to other disciplines in respect of specific abnormalities in line with Departmental protocols. Ensure all reports are seen and signed by Clinician prior to filing in case-notes. Ensure that pathways are closed where appropriate following discharge or paperwork or coded appropriate if not discharged.


• Process health records of patients discharged from hospital; where standard letters have been generated at ward level, ascertain from case-notes whether any supplementary letter/action is required and deal with appropriately. Ensure that follow up appointments or referrals to other specialties are arranged where necessary. Ensure that relevant investigation results received after patient’s discharge are communicated to GP where appropriate, particularly where treatment may be required.


• Input and extract data from patient administration system Cerner and other relevant software programmes


• Provide appropriate cover for colleagues during periods of absence to ensure effective cross-cover is maintained within the directorate. .


• To be the primary contact for patients under designated consultants. To communicate effectively and professionally, giving reassurance, information or advice appropriately


This advert closes on Friday 1 Nov 2024

The post holder will provide a comprehensive administration and information service for Adult Physical Health, coordinating their activities with other members of the Business Administration Team to ensurethatan efficient and confidential service is provided. The post holder will be required towork flexibly in response to the needs of the service. They willbe requiredto providecover to departments on other sites as directed by their administration line manager,to ensure continuity of a quality service provision. The post holder will have a good standard of education with qualifications in English,Maths and Word Processing. Excellent computer skills are required. One of theprimary purposes of thisrole is to providea comprehensive administration service to the clinical teams. Thereforegeneral administrationexperienceisessentialin order toprovide a professional service tothe clinical teams. The post holder will also providereception and telephonyservice for the clinical teams asrequired. Thereforeexperience of dealing with people is essential,as areexcellent interpersonal and customer care skills.It is essential that the post holder has good organisational and communication skills. The post holder willbe requiredto work both as part of a team and on their own initiative.


Be the first point of contact for the unit/department. Greeting visitors and ensuring people sign in and are met by staff or directed to the right area asappropriate. Provide reception duties. Answer telephones ina prompt, courteous,non-judgmentaland well-informed response. Respond to any queries. Deal with routine referrals, sending patient letters ,distributing toappropriate clinicalteam. Communicate with GPs and other Health Professionalsregardingpatients. Make decisions and judgements concerning information received e.g. referralsin order toprioritise and referortakeappropriate actionwithin agreed boundaries. Assistin ensuring reception/work area is kept presentable and that confidential information cannot be seen or overheard by visitors. Plan and prioritise own workload. Monitor andmaintainstock supplies for the team. Responsible foroperatingin line with Trust policy and departmental procedure in respect of tracking and retrieval of health records. Be an advocate for services.



Work in line with the Trust policies and values.

Established in 2003, East Lancashire Hospitals NHS Trust (ELHT) is a large integrated health care organisation providing high quality acute and community healthcare for the people of East Lancashire and Blackburn with Darwen.The organisation puts safety and quality at the heart of everything we do, invests in and develops its workforce, works with key stakeholders to develop effective partnerships and encourages innovation and pathway reform to deliver best practice.We employ over 8,000 staff, many of whom are internationally renowned and have won awards for their work and achievements.

Be the first point of contact for the unit/department. Greeting visitors and ensuring people sign in and are met by staff or directed to the right area asappropriate. Provide reception duties. Answer telephones, taking andforwardingmessages, ensuring that all telephone and personal callers receive a prompt, courteous,non-judgmentaland well-informed response. Respond to queries, dealing with routine matters and passing more complex queries to theappropriate memberof staff. Assistthe running of an efficient appointments system, dealing with routine referrals, sending patient letters / information, text reminders, distributing toappropriate clinicalteam. Communicate with GPs and other Health Professionalsregardingpatients who have accessed the service e.g. confirming receipt of referral, clarifying referral details. Make decisions and judgements concerning information received e.g. referrals and service user queriesin order toprioritise and refer on to theappropriate staff/department, ortakeappropriate actionwithin agreed boundaries. Assistin ensuring reception/work area is kept presentable and well organised and that confidential information cannot be seen or overheard by visitors. Plan and prioritise own work to cope with variable demand and interruptions, ensuring quality and completions. Monitor andmaintainstock supplies for the team. Responsible foroperatingin line with Trust policy and departmental procedure in respect of tracking and retrieval of health records. Dealing with routine queries from patients, patients’ families and carers using tact and empathy asrequiredand ensuring complex queries are promptly passed on to theappropriate memberof staff. Be an advocate for services, responding accurately and appropriately to enquiries and requests for information in relation to service provision.

Tocomply withall Trust policies and procedures, in particular confidentiality, management of patient records and all administration operational policies and procedures. To keep up to date with all policies and procedures.

Ensuretimelyand efficient input of client demographic information, referrals and waiting times and other activity,performanceand quality indicator data onto the Trust’s computerised systems; EMIS.


This advert closes on Friday 18 Oct 2024

Transcription and production from winscribe of typewritten reports/correspondence, for the consultants team and visiting consultant team which may include outpatient reports, discharge summaries, and other relevant clinical and non-clinical correspondence. - Open and prioritise correspondence (which is often of a highly sensitive and confidential nature) on behalf of consultant/s ensuring that urgent correspondence receives prompt attention. In the consultant/s absence, Medical Secretary is responsible for ascertaining which correspondence requires referral to an appropriate clinician/nurse for urgent attention. - Retrieve and act upon correspondence received by e-mail. - Process case-notes of patients discharged from hospital; follow through ongoing care plans as indicated in notes. Allocate notes to relevant clinician for dictation, or ensure that any standard letters are completed as appropriate. Where standard letters have been generated at ward level, ascertain from case-notes whether any supplementary letter/action is required and deal with appropriately. Ensure that follow up appointments or referrals to other specialties are arranged where necessary. - Ensure that relevant investigation results received after patients discharge are communicated to GPs where appropriate, particularly where treatment may be required. - Ensure that discharge summaries and other time-sensitive information are dictated and typed within the designated time limits. - Ensure the correct closure of outpatient episodes have been completed, following consultant appointments with patients. - Receive, manage and prioritise telephone and personal enquires, complaints, messages and information from patients, relatives, General Practitioners, Consultants and other medical staff and external organisations on behalf of Consultant and clinical team. Deal with enquiries relating to the medical and social welfare of patients and relatives in a sensitive manner, referring to medical staff or other Healthcare Professionals where appropriate. When responding to enquires, ensure that relevant guidelines or protocols are followed. - Respond to enquiries from patients and Healthcare personnel as appropriate. Provide empathy and reassurance to patients where necessary. May be required to convey clinical/medical information to patients, medical, nursing, pharmacy or other healthcare staff, when instructed by, or with permission of Consultant. - Manage patient investigation results. Check all incoming laboratory/radiology results, ensuring that abnormal results are communicated promptly to appropriate Clinician. Ensure all reports are seen and signed by Clinician prior to filing in case-notes. Retrieve patient results from the ICE system, ensuring that results are available as soon as possible. Responsible for chasing up missing results. - Maintain systems for monitoring and retrieving outstanding investigations. May be required to instigate appropriate referrals to other disciplines in respect of specific abnormalities in line with Departmental protocols. - Undertake self-supervision and effective self-organisation in terms of: a) co-ordinating annual and other leave in co-operation with other secretaries, and with the approval of management; b) liaising with other secretaries to ensure fair distribution of work by mutual assistance; c) liaising with manager and other secretaries regarding any flexi-time arrangements within the office. - Establish and maintain efficient office systems, including filing systems for the clinical team and maintain a booking out and/or booking in system for case-notes using the hospital patient administration system. - Co-ordinate arrangements for urgent outpatient appointments/hospital admissions, domiciliary visits etc - liaising with wards, departments and other agencies as required. - Liaise with Admissions Department in respect of patients requiring hospital admission, ensuring that relevant information or instructions are communicated effectively. Ensure that all relevant investigations are available prior to admission and in particular that any problem with the potential to delay admission/surgery is brought to the urgent attention of the relevant clinician (may be necessary to liaise with or organise input of other Clinicians prior to admission (eg anaesthetic assessment) or to co-ordinate arrangements where procedures require multidisciplinary input). - Maintain confidentiality at all times, ensuring that information is only divulged to authorised sources and by appropriate means. - Provide administrative and secretarial support for Consultants non-clinical NHS obligation and commitments. - Provide essential cover for colleagues during periods of sickness, holiday absence, non-working days and home worker

The role of the Medical Secretary is to provide a comprehensive secretarial, administration and information service to the Consultant Paediatric Team in respect of his/her NHS work and to the supporting medical/nursing team. The role comprises a wide range of specific duties and requires competence in word processing, keyboard skills, audio-typing, communication and organisational skills.

Transcription and production from winscribe of typewritten reports/correspondence, for the consultant’s team and visiting consultant team which may include outpatient reports, discharge summaries, and other relevant clinical and non-clinical correspondence.

- Open and prioritise correspondence (which is often of a highly sensitive and confidential nature) on behalf of consultant/s ensuring that urgent correspondence receives prompt attention. In the consultant/s absence, Medical Secretary is responsible for ascertaining which correspondence requires referral to an appropriate clinician/nurse for urgent attention.

- Retrieve and act upon correspondence received by e-mail.

-

When you walk through the door, one of the first things you’ll notice is that the organisation is full of talented people. Not just in the fields of medicine, nursing or diagnostics but in every part of the organisation. Professional and committed people who are all working together in an open and supportive culture.

We don’t just look at you for who you are now; we look at you for who you could be in the future. We take training seriously, and encourage you to do the same. We want staff to develop their capabilities to the full with a range of learning and development opportunities.

To enable the Trust and its employees to exceed expectations and to achieve corporate and service aims and objectives, we need to recruit, develop and retain skilled and motivated people through effective people management and development, leading to a high performance culture.

Transcription and production from winscribe of typewritten reports/correspondence, for the consultant’s team and visiting consultant team which may include outpatient reports, discharge summaries, and other relevant clinical and non-clinical correspondence.

- Open and prioritise correspondence (which is often of a highly sensitive and confidential nature) on behalf of consultant/s ensuring that urgent correspondence receives prompt attention. In the consultant/s absence, Medical Secretary is responsible for ascertaining which correspondence requires referral to an appropriate clinician/nurse for urgent attention.



- Retrieve and act upon correspondence received by e-mail.

- Process case-notes of patients discharged from hospital; follow through ongoing care plans as indicated in notes. Allocate notes to relevant clinician for dictation, or ensure that any standard letters are completed as appropriate. Where standard letters have been generated at ward level, ascertain from case-notes whether any supplementary letter/action is required and deal with appropriately. Ensure that follow up appointments or referrals to other specialties are arranged where necessary.

- Ensure that relevant investigation results received after patient’s discharge are communicated to GP’s where appropriate, particularly where treatment may be required.

- Ensure that discharge summaries and other time-sensitive information are dictated and typed within the designated time limits.

- Ensure the correct closure of outpatient episodes have been completed, following consultant appointments with patients.

- Receive, manage and prioritise telephone and personal enquires, complaints, messages and information from patients, relatives, General Practitioners, Consultants and other medical staff and external organisations on behalf of Consultant and clinical team. Deal with enquiries relating to the medical and social welfare of patients and relatives in a sensitive manner, referring to medical staff or other Healthcare Professionals where appropriate. When responding to enquires, ensure that relevant guidelines or protocols are followed.

- Respond to enquiries from patients and Healthcare personnel as appropriate. Provide empathy and reassurance to patients where necessary. May be required to convey clinical/medical information to patients, medical, nursing, pharmacy or other healthcare staff, when instructed by, or with permission of Consultant.

- Manage patient investigation results. Check all incoming laboratory/radiology results, ensuring that abnormal results are communicated promptly to appropriate Clinician. Ensure all reports are seen and signed by Clinician prior to filing in case-notes. Retrieve patient results from the ICE system, ensuring that results are available as soon as possible. Responsible for chasing up missing results.

- Maintain systems for monitoring and retrieving outstanding investigations. May be required to instigate appropriate referrals to other disciplines in respect of specific abnormalities in line with Departmental protocols.

- Undertake self-supervision and effective self-organisation in terms of:

a) co-ordinating annual and other leave in co-operation with other secretaries, and with the approval of management;

b) liaising with other secretaries to ensure fair distribution of work by mutual

assistance;

c) liaising with manager and other secretaries regarding any flexi-time

arrangements within the office.



- Establish and maintain efficient office systems, including filing systems for the clinical team and maintain a booking out and/or booking in system for case-notes using the hospital patient administration system.

- Co-ordinate arrangements for urgent outpatient appointments/hospital admissions, domiciliary visits etc - liaising with wards, departments and other agencies as required.

- Liaise with Admissions Department in respect of patients requiring hospital admission, ensuring that relevant information or instructions are communicated effectively. Ensure that all relevant investigations are available prior to admission and in particular that any problem with the potential to delay admission/surgery is brought to the urgent attention of the relevant clinician (may be necessary to liaise with or organise input of other Clinicians prior to admission (eg anaesthetic assessment) or to co-ordinate arrangements where procedures require multidisciplinary input).

- Maintain confidentiality at all times, ensuring that information is only divulged to authorised sources and by appropriate means.

- Provide administrative and secretarial support for Consultant’s non-clinical NHS obligation and commitments.

- Provide essential cover for colleagues during periods of sickness, holiday absence, non-working days and home worker


This advert closes on Tuesday 16 Jul 2024

We have a fantastic team of people who are conscientious, caring, reliable and compassionate, all qualities which are essential to the NHS.

If you want to be part of this team and have the necessary skills we would like to meet you.

Vacancy within Health Records Department, Royal Blackburn Teaching Hospital.



Monday – Friday working hours 12pm – 8pm – 37.5 per week



East Lancashire Hospitals NHS Trust provides a range of health care services primarily for the people of East Lancashire, which comprises of the Boroughs of Blackburn, Burnley, Hyndburn, Pendle, Ribble Valley and Rossendale. Our Trust aims to provide appropriate, high-quality personal and organisational development interventions, which will improve patient care.

Provision of a comprehensive and efficient Health Records Service to patients/service users within the East Lancashire Health Community, ensuring a high level of Customer Care whilst maintaining confidentiality at all times. Together with clerical/admin experience, keyboard skills, a polite and pleasant manner, you will be part of this team.


The Health Records Department runs a 24/7 service providing approximately700,000casenotes annually, ensuring they are available at the point of contact, throughout the Organisation.

It involves a lot of manual handling and is a physical environment.



General Duties will include the following:


• Provide an accurate and efficient filing and retrieval service for medical casenotes.
• Locate and extract medical casenotes for patients attending clinic and for both elective and emergency admissions.
• Request and ensure delivery of health records for patients either attending a clinic or an admission, from all departments within this Trust and other hospitals.
• Prioritise own workload ensuring agreed timescales are met each day involving the provision of case notes.
• Provide a courier service which involves the collection of health records onsite and offsite, for emergency admissions during all shifts and Bank Holidays.
• Adhere to departmental policies and procedures and participate in audits in order to maintain data quality and provide an efficient service.
• Cull, prepare and record health records for offsite storage and redirect upon request.
• Frequent physical effort is required for long periods during a shift, therefore all moving and handling guidelines must be followed and staff must attend all training courses as required by the department manager.
• Act as first point of contact for all patients and visitors to the Department, providing a comprehensive reception and clerical Service to patients, relatives, carers, consultants and their teams.

You must be an organised person with the ability to work on your own or as part of a team.

Established in 2003 East Lancashire Hospitals NHS Trust (ELHT) is a large integrated health care organisation providing high quality acute secondary healthcare for the people of East Lancashire and Blackburn with Darwen.

Our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 700,000 patients a year from the most serious of emergencies to planned operations and procedures. We employ over 8,000 staff, many of whom are internationally renowned and have won awards for their work and achievements.

Provide an accurate and effective filing and retrieval service for medical/obstetric casenotes.

Participate in the preparation and improvement of medical/obstetric casenotes for the Trust.

Locate and extract medical/obstetric casenotes for patients attending clinic and for elective and emergency admissions.

Request and ensure delivery of casenotes for patients either attending clinic or admission, from all departments within the Trust, other hospitals and offsite storage.

Prioritise own workload to ensure agreed daily timescales are met regarding the provision of casenotes.

Locate, extract, prepare and input data onto the Patient Administration
System ensuring casenotes are delivered to wards for all emergency
and elective admissions.

Maintain accuracy in the preparation of casenotes for admission and
a clinic, ensuring all documentation is filed appropriately.

Input patient details onto the Patient Administration System and allocate
obstetric casenotes for all new patients to the Trust.

Print and prepare location lists for clinics and elective admissions.

Close and archive medical casenotes by physically updating and dividing large casenotes into new volumes, ensuring the contents are filed accurately within the appropriate health record and electronically recorded.

Cull, prepare and record health records for offsite storage/destruction
and redirect upon request.

Frequent physical effort is required for long periods during your shift,
therefore all moving and handling guidelines must be followed and
staff must attend all training courses as required by the departmental
supervisor/manager.


This advert closes on Friday 28 Jun 2024

We have a position within the Health Records Department, RBH.

Monday - Friday 9-5 pm, 37.5 hours



East Lancashire Hospitals NHS Trust provides a range of health care services primarily for the people of East Lancashire, which comprises of the Boroughs of Blackburn, Burnley, Hyndburn, Pendle, Ribble Valley and Rossendale. Our Trust aims to provide appropriate, high-quality personal and organisational development interventions, which will improve patient care.

Provision of a comprehensive and efficient Health Records Service to patients/service users within the East Lancashire Health Community, ensuring a high level of Customer Care whilst maintaining confidentiality at all times. Together with clerical/admin experience, keyboard skills, a polite and pleasant manner, you will be part of this team.


The Health Records Department runs a 24/7 service providing approximately700,000casenotes annually, ensuring they are available at the point of contact, throughout the Organisation.

It involves a lot of manual handling and is a physical environment.



General Duties will include the following:


• Provide an accurate and efficient filing and retrieval service for medical casenotes.
• Locate and extract medical casenotes for patients attending clinic and for both elective and emergency admissions.
• Request and ensure delivery of health records for patients either attending a clinic or an admission, from all departments within this Trust and other hospitals.
• Prioritise own workload ensuring agreed timescales are met each day involving the provision of case notes.
• Provide a courier service which involves the collection of health records onsite and offsite, for emergency admissions during all shifts and Bank Holidays.
• Adhere to departmental policies and procedures and participate in audits in order to maintain data quality and provide an efficient service.
• Cull, prepare and record health records for offsite storage and redirect upon request.
• Frequent physical effort is required for long periods during a shift, therefore all moving and handling guidelines must be followed and staff must attend all training courses as required by the department manager.
• Act as first point of contact for all patients and visitors to the Department, providing a comprehensive reception and clerical Service to patients, relatives, carers, consultants and their teams.

You must be an organised person with the ability to work on your own or as part of a team.

Established in 2003 East Lancashire Hospitals NHS Trust (ELHT) is a large integrated health care organisation providing high quality acute secondary healthcare for the people of East Lancashire and Blackburn with Darwen.

Our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 700,000 patients a year from the most serious of emergencies to planned operations and procedures. We employ over 8,000 staff, many of whom are internationally renowned and have won awards for their work and achievements.

Provide an accurate and effective filing and retrieval service for medical/obstetric casenotes.

Participate in the preparation and improvement of medical/obstetric casenotes for the Trust.

Locate and extract medical/obstetric casenotes for patients attending clinic and for elective and emergency admissions.

Request and ensure delivery of casenotes for patients either attending clinic or admission, from all departments within the Trust, other hospitals and offsite storage.

Prioritise own workload to ensure agreed daily timescales are met regarding the provision of casenotes.

Locate, extract, prepare and input data onto the Patient Administration
System ensuring casenotes are delivered to wards for all emergency
and elective admissions.

Maintain accuracy in the preparation of casenotes for admission and
a clinic, ensuring all documentation is filed appropriately.

Input patient details onto the Patient Administration System and allocate
obstetric casenotes for all new patients to the Trust.

Print and prepare location lists for clinics and elective admissions.

Close and archive medical casenotes by physically updating and dividing large casenotes into new volumes, ensuring the contents are filed accurately within the appropriate health record and electronically recorded.

Cull, prepare and record health records for offsite storage/destruction
and redirect upon request.

Frequent physical effort is required for long periods during your shift,
therefore all moving and handling guidelines must be followed and
staff must attend all training courses as required by the departmental
supervisor/manager.


This advert closes on Friday 28 Jun 2024

Deal with queries from staff and answer phone queries from patients and various organisations Ensure all case notes are filed correctly. Ensure notes are filed and tracked back in records room Compile new patient records following departmental guidelines. Update new patient record database ensuring records available for outpatient appointments, phone correspondence, etc. Transferring and booking in patient records using relevant systems, ie: EPR, CERNER Use of photocopier and e mail when necessary.

Transcription and production from digital dictation of typewritten reports/correspondence, using word processing packages, for the medical teams, which may include outpatient reports, detailed discharge summaries, operation notes and other relevant clinical and non-clinical correspondence. This may include correspondence that is time-sensitive (such as complaints) ensuring information is dictated and typed within any designated time limits. Type medico-legal summaries, maintain medico-legal files and liaise with legal department in respect of medico-legal cases. Manage patient investigation results effectively including maintaining systems for monitoring and retrieving outstanding investigations and responsibility for chasing up missing/delayed results. Retrieve patient results from ICE/Cerner system, ensuring that results are available as soon as possible. Check any incoming laboratory/radiology results, ensuring that abnormal results are communicated promptly to appropriate Clinician. Will be required to instigate appropriate referrals to other disciplines in respect of specific abnormalities in line with Departmental protocols. Ensure any external reports received are seen and signed by Clinician prior to filing in case-notes if relevant. Process health records of patients discharged from hospital; where standard letters have been generated at ward level, ascertain from electronic patient record whether any supplementary letter/action is required and deal with appropriately. Ensure that follow up appointments or referrals to other specialties are arranged where necessary. Ensure that any relevant investigation results received after patients discharge are communicated to GP where appropriate, particularly where treatment may be required. Input and extract data from our electronic patient record (Cerner) and other relevant software programmes, which are Trust-wide or specialty-specific. Provide appropriate cover by operating a buddy system for colleagues during periods of absence to ensure effective cross-cover is maintained within the directorate. To be the primary contact for patients under designated consultants. To communicate effectively and professionally, giving reassurance, information or advice appropriately

An opportunity has arisen within the Respiratory Department for a suitably qualified Medical Support Secretary. This role is to support our team of Medical Secretaries providing cover for annual leave and sickness. We are looking for an enthusiastic and well -motivated member of staff who is a flexible team player.

The post holder will undertake a wide range of secretarial, administrative and clerical duties with specific responsibilities, including digital transcription of clinic letters and other correspondence.

You will be able to demonstrate excellent communication skills and be able to use your own initiative.

Experience of medical audio transcription and medical terminology is essential, as would experience of working in a busy, demanding office role.This is a demanding but rewarding role and an excellent opportunity for the right candidate to progress towards the role of Medical Secretary.

You will need to be calm under pressure and be able to prioritise and manage your workload, sometimes with minimal supervision.

Candidates should not apply for this role unless they meet the essential criteria.



To provide full secretarial support and cover for the team of 5 Medical Secretaries and their 10 Consultants with their busy workloads within the Respiratory Department, this is needed on a daily basis and for during periods of annual/sick leave as appropriate.

The Consultant Respiratory Physicians diagnose and treat conditions affecting the respiratory (breathing) system, ie thenose, throat (pharynx), larynx, the windpipe (trachea), the lungs and the diaphragm.

MAIN DUTIES


• Typing and digital transcription of clinical letters, correspondence, reports and other documents to support the medical secretarial team.
• To prioritise administration workload ensuring deadlines are met on a daily basis providing a seamless administration service to the medical secretarial teams.
• Receive telephone enquiries with tact and discretion and have the ability to deal with these appropriately and in a timely manner.
• Receive, record and prioritise incoming and outgoing post, both paper and electronic, extracting relevant correspondence.
• Produce regular correspondence and documents to meet specific deadlines, using packages which may include Microsoft Office, Word, Excel, Outlook, PowerPoint and in-house computer packages.
• Retrieve patient results from ICE desktop in a timely manner and maintain systems for monitoring and retrieving outstanding investigations. Filing results once signed by the Consultant.
• To provide general administrative duties e.g. filing, faxing, scanning and photocopying.
• Tracking in/out medical notes when necessary
• Requesting notes from medical records as appropriate.
• Ensure effective communication with all work colleagues, visitors and patients.
• Searching for notes following case note requests from Health Records when requested.
• To cover consultants’ secretaries in their absence.
• Maintain confidentiality at all times ensuring that information is only divulged to authorised sources and by appropriate means.
• Input and extract data from patient administration system (PAS) and other relevant software programmes, which may be Trust-wide or speciality-specific.
• Cancelling/amending outpatient clinics in Consultant’s absence.
• Attend all mandatory training.


This advert closes on Wednesday 12 Jun 2024

Transcription and production from winscribe of typewritten reports/correspondence, for the consultants team and visiting consultant team which may include outpatient reports, discharge summaries, and other relevant clinical and non-clinical correspondence. Open and prioritise correspondence (which is often of a highly sensitive and confidential nature) on behalf of consultant/s ensuring that urgent correspondence receives prompt attention. In the consultant/s absence, Medical Secretary is responsible for ascertaining which correspondence requires referral to an appropriate clinician/nurse for urgent attention. Retrieve and act upon correspondence received by e-mail. Process case-notes of patients discharged from hospital; follow through ongoing care plans as indicated in notes. Allocate notes to relevant clinician for dictation, or ensure that any standard letters are completed as appropriate. Where standard letters have been generated at ward level, ascertain from case-notes whether any supplementary letter/action is required and deal with appropriately. Ensure that follow up appointments or referrals to other specialties are arranged where necessary. Ensure that relevant investigation results received after patients discharge are communicated to GPs where appropriate, particularly where treatment may be required. Ensure that discharge summaries and other time-sensitive information are dictated and typed within the designated time limits. Ensure the correct closure of outpatient episodes have been completed, following consultant appointments with patients. Receive, manage and prioritise telephone and personal enquires, complaints, messages and information from patients, relatives, General Practitioners, Consultants and other medical staff and external organisations on behalf of Consultant and clinical team. Deal with enquiries relating to the medical and social welfare of patients and relatives in a sensitive manner, referring to medical staff or other Healthcare Professionals where appropriate. When responding to enquires, ensure that relevant guidelines or protocols are followed.

To provide a comprehensive, efficient and confidential secretarial and administrative service and to assist the Directorate Manager, Operations Manager, Modality Leads & Consultants to enable them to perform their role effectively and maximise their time. This will include pre-empting the needs of the Management team, ensuring forward planning and addressing of relevant issues, using initiative in their absence and using self-management and team working skills to assist in achieving both the divisions and Trust objectives.



To provide an efficient and effective administrative/clerical service tothe Directorate Manager, Operations Manager, Modality Leads & Consultants within the Radiology directorate at East Lancashire Hospitals NHS Trust.



Due to the sensitive nature of the role, the postholder will be expected to display a high level of professionalism, with excellent interpersonal skills and a sound understanding of their responsibility for maintaining confidentiality.

Established in 2003 East Lancashire Hospitals NHS Trust (ELHT) is a large integrated health care organisation providing high quality acute secondary healthcare for the people of East Lancashire and Blackburn with Darwen.

Our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 700,000 patients a year from the most serious of emergencies to planned operations and procedures. We employ over 8,000 staff, many of whom are internationally renowned and have won awards for their work and achievements.

MAIN DUTIES
1. Provide confidential, comprehensive administration duties including dealing with sensitive or contentious information, together with sensitive staffing and financial information.
2. The post holder will be expected to work without direct supervision on a regular basis, given the nature of the workload. They will need to decide when to involve the Senior Manager/s and take any necessary action. This will depend on the postholder’s experience and knowledge but on occasion will be without the express approval of the Senior Manager
3. To organise and plan agreed meetings and associated processes including preparing agendas, papers and minute taking along with organising attendance and associated communication processes.
4. To organise and prioritise e-mails for the senior management team and consultants as required.
5. To organise and plan the workload, diary, and commitments, including scheduling of formal and complex meetings, ensuring deadlines are achieved and that the flow of work is prioritised in order that the directorate targets and objectives are delivered.
6. To provide clerical support across the directorate as and when required.
7. Ensure that the senior managers have appropriate briefings and supporting paperwork prior to, and when attending meetings.
8. Deal with telephone and general enquires, ensuring that appropriate messages are relayed; initiating action on routine matters or ensuring fuller action is taken.
9. Assist the Radiology Management team with the administration of the Non- Medical Referrer applications, ensuring the database of authorised NMR’s is accurate and up to date.
10. Provide support to the Clinical Director to produce the on-call rota and management of the same, arranging cover with out of hours reporting service providers in the event of sickness /absence.
11. Ensure that requests for urgent reports are managed in a timely manner.

Developments
1. Undertake delegated projects and assignments as required by the Directors. This will require a working knowledge of the organisation to support networking and collation of information from different sources.
2. Identify process improvements to respond to organisational and policy changes and initiatives.
3. To be involved in updating and maintenance of the Radiology page on the Intranet.
4. Ensure databases and records on the Radiology shared drives and sites are kept accurate and up to date.

COMMUNICATION
1. Establish good relationships and communications with a wide range of internal departments and external organisations.
2. Create and maintain effective working relationships with staff at all levels, internally and externally, acting to support the principles of equality and diversity.
3. The post holder will deal with telephone and general enquiries, ensuring that appropriate messages are relayed; a good level of concentration is required to take notes and transcribe these for circulation, initiating action on routine matters or ensuring fuller action is taken.
4. The post holder will manage and prioritise incoming and outgoing mail, dealing with all correspondence confidentially.
5. Be a point of contact for the Specialist Trainees (STs)
6. Update Q-Pulse with minutes from departmental meetings including Share to Care minutes.

TRAINING AND DEVELOPMENT
1. The post holder will be required to undertake core mandatory training in line with Trust policy.
2. The post holder will undertake annual appraisal in line with trust policy. Objectives will be set, and a personal development plan agreed.
3. To attend and contribute to staff meetings and forums, training courses, seminars and workshops to ensure development & enhancement.

ORGANISATIONAL RESPONSIBILITIES
1. Show commitment to continuous improvement of data quality, in particular ensuring that patients details are kept up to date on the PAS/RIS/ PACS. Taking personal responsibility for the quality of service provided and to contribute towards and support service improvement.
2. Propose changes to own work areas, initiating recommendations for more effective delivery. Co-operate fully in the introduction of new technology and of new methods of working.
3. Identify process improvements in divisional administration to respond to organisational and policy changes and initiatives.

PROFESSIONAL RESPONSIBILITIES
1. Undertake own personal and professional development. The post holder is required to maintain a personal development plan and identify own development requirements.
1. Be available anD aware of Major Incident procedures.
2. Be aware and adhere to departmental policies and procedures, updating personal records accordingly.




This advert closes on Thursday 2 May 2024

Please see attached the job description and person specification for more information about this role