Secretary - Dental Hospital

NHS University Hospitals of Liverpool Group; Liverpool; On-site; GBP 80,000 - 100,000; Full time

Job summary

A leading healthcare provider in Liverpool is seeking an Administration Assistant to support clinical staff by typing dictations of clinical letters from audio transcriptions, as well as managing correspondence within the department. The successful candidate will ensure administrative processes run smoothly and assist in mentoring junior staff. Strong attention to detail in managing patient information and effective communication skills are essential. This role is integral in ensuring the best experience for patients at the hospital.

Qualifications

• Experience in dictation and audio transcription related to clinical correspondence.
• Ability to liaise with medical professionals and patients professionally.
• Skills in office management, including handling mail and documentation.

Responsibilities

• Type dictation from audio transcription of clinical correspondence.
• Ensure follow-up arrangements are in place.
• Mentor and supervise junior staff.

Job description

Key responsibilities

• Type dictation from audio transcription of clinical correspondence and documentation.
• Ensure appropriate follow up arrangements/investigations are in place.
• Liaise with personal medical secretary of speciality accordingly.
• Mentor, train and supervise relevant junior staff as required.
• Answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
• Accurate use of patient information using the Patient administration System (PAS), including registration screen, checking patient details are correct, tracking of case‑notes.
• Ensure all letters and discharge summaries are copied to the appropriate professionals, including patients.
• Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
• Take minutes of meetings, circulating to relevant groups.
• Attend appropriate training, meetings and education sessions when required.
• Be able to work as part of a team, promote effective flows in the department to cover leave to ensure the office runs smoothly.
• General office duties, including incoming and outgoing mail, e‑mail, photocopying.

Main duties of the job

The successful candidate will help to support other admin team members, working closely together to fulfil appropriate timescales of turnaround of workload in providing typing of clinical letters from audio transcriptions, locating and dealing with reports, filing of correspondence and meeting the administrative needs of the department.

The candidate will also work with clinical and non‑clinical colleagues to deliver the best experience possible for our patients. This will mean working closely together to fulfil appropriate timescales of turnaround of workload and meeting the administrative needs of the department.

About Liverpool University Hospitals NHS Foundation Trust

LUHFT comprises Aintree University Hospital, Broadgreen Hospital and Royal Liverpool University Hospital. We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients. UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities – from birth and beyond. For roles at Liverpool Women’s, visit their careers page.

Contact

For further details / informal visits contact: Name: Joan Cain, Job title: Administration Service Manager, Telephone number: 0151 706 500.