Administrative Assistant

2 months ago

Wigan, Wigan, United Kingdom Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust Full time
Job Title: Administrative Assistant

We are seeking an experienced and skilled Administrative Assistant to join our team at Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust. As an Administrative Assistant, you will play a vital role in providing administrative support to our Consultant and Specialist Nurses, ensuring the smooth operation of our office administration.

Key Responsibilities:
  • Provide a complete PA service, including word processing, filing, audio typing, photocopying, and the composition of letters.
  • Distribute and prioritize incoming mail, using judgment and experience to decide which documents are to be passed directly to other areas for action and information.
  • Undertake administrative work at the request of the consultant or their team.
  • Attend outpatient clinics and ward rounds as necessary and where appropriate.
  • Provide the first point of contact for written and telephone enquiries, some of which may be sensitive, on behalf of the Consultant and their team, using judgment to establish the validity and priority of the contact.
  • When notified of Consultant's leave, ensure appropriate action is taken with regard to cancelling/reducing clinics and re-evaluating/rescheduling appointments in Consultant's diary where appropriate.
  • Produce and distribute patient/procedure lists, e.g. admissions, arranging and coordinating Domiciliary visits and assessments, theatre, outpatient procedures within the required timescales.
  • Maintain close working relationships between Consultant and patient where appropriate.
  • Organize and coordinate multidisciplinary team meetings, arrange venue and take minutes where appropriate.
  • Ensure timely responses to Medico-legal reports/Insurance reports.
  • Introduce and implement new practices to enhance service development, i.e. developing protocols and procedures for improved patient services.
  • Supervise new PA's/secretaries/support staff and work experience students, ensuring an effective office system is maintained.
  • Compile and distribute medical staff rotas and liaise with medical staffing about annual leave/sick leave arrangements where applicable.
  • Ensure all results of investigations are brought to the attention of the medical staff to be signed and use own judgment and experience to highlight any that may need urgent action.
  • Maintain a diary of appointments and information relevant to medical staff.
  • Ensure accurate and up-to-date information for the Trust's waiting list requirements.
  • Ensure adequate supply of stationery and equipment.
  • Develop office, PA, and secretarial practices to continually improve service delivery.
  • Assist colleagues in providing cross-cover for the work of absent PA's, including across sites, when necessary.
  • Prepare induction packs for Junior Doctors.
  • Administer duties in relation to new policies, i.e. 18 week pathway inter-provider transfer documentation, Choose and Book administration, and patient choice bookings. Provide training to other staff, as appropriate, in relation to this requirement.
  • Migrate to digital dictation systems and re-organize workload to meet performance standards.
Requirements:
  • AMSPAR Diploma or equivalent experience of providing an efficient PA/secretarial service.
  • RSA III Typing or equivalent experience.
  • Experience in undertaking a range of secretarial duties.
  • Experience of using Microsoft Word/Excel/Outlook on a regular basis.
  • Experience of monitoring quality of transcriptions.
  • Ability to communicate in a clear and concise manner.
  • Ability to work as a team member.
  • Ability to prioritize own workload effectively.
  • Able to work within tight time frames and to deadlines.
  • Able to use tact and empathy when handling patient calls.
  • Motivated and proactive.
  • Demonstrates a willingness to change as the role evolves.
  • Able to work at other Trust sites, when required.
  • Willing to meet the performance criteria set out in the job description and undertake personal and professional development.
  • Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.

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