Senior Administrative Assistant
4 weeks ago
Job Summary
We are seeking a highly skilled and experienced Clinical Administrator to join our team at Wrightington Wigan & Leigh Teaching Hospitals NHS Trust. The successful candidate will provide a complete PA service, including word processing, filing, audio typing, photocopying, and the composition of letters.
Main Responsibilities
- Prepare responses and requests for the Consultant and designated medical staff as appropriate.
- Distribute and prioritise incoming mail, using judgement 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 judgement to establish the validity and priority of the contact.
- When notified of Consultants' leave, ensure appropriate action is taken with regard to cancelling/reducing clinics and re-evaluating/rescheduling appointments in the Consultant's diary where appropriate.
- Produce and distribute patient/procedure lists, e.g., admissions, arrange and co-ordinate Domiciliary visits and assessments, theatre, outpatient procedures within the required timescales.
- Maintain close working relationships between Consultant and patient where appropriate.
- Organise and co-ordinate 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., develop protocols and procedures for improved patient services.
- Supervise new PAs/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 using judgement 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 PAs, 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-organise workload to meet performance standards.
- The post holder is expected to act independently within occupational guidelines and decide when it is necessary to refer to their Manager.
- The post holder should exercise initiative commensurate with the role and it is vital that confidentiality is maintained at all times.
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