Medical Secretary

4 weeks ago

Wigan, Wigan, United Kingdom NHS Full time
Job Title: Consultant PA

We are seeking an experienced and motivated Consultant PA to join our Medical Secretarial Team at Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust.

The successful candidate will provide a complete PA service, including word processing, filing, audio typing, photocopying, and the composition of letters. They will also 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.

The post holder will work well on their own initiative while being committed to teamwork to ensure work is completed to meet Trust targets. Good communication skills and the ability to deal with confidential and sensitive issues in a professional manner are essential.

Main Duties:
  • Providing a complete PA service, including word processing, filing, audio typing, photocopying, and the composition of letters.
  • Distributing and prioritizing incoming mail, using judgment and experience to decide which documents are to be passed directly to other areas for action and information.
  • Undertaking administrative work at the request of the consultant or their team.
  • Attending outpatient clinics and ward rounds as necessary and where appropriate.
  • Providing 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 Consultants leave, ensure appropriate action is taken with regard to cancelling/reducing clinics and re-evaluating/rescheduling appointments in Consultants diary where appropriate.
  • The production and distribution of patient/procedure lists, e.g. admissions, arranging and co-ordinating Domiciliary visits and assessments, theatre, outpatient procedures within the required timescales.
  • Maintaining close working relationships between Consultant and patient where appropriate.
  • Organising and co-ordinating multidisciplinary team meetings, arrange venue and take minutes where appropriate.
  • Ensuring timely responses to Medico-legal reports/Insurance reports.
  • Introducing and implementing new practices to enhance service development, i.e. developing protocols and procedures for improved patient services.
  • Supervising new PAs/secretaries/support staff and work experience students ensuring an effective office system is maintained.
  • Compiling and distributing medical staff rotas and liaising with medical staffing about annual leave/sick leave arrangements where applicable.
  • Ensuring all results of investigations are brought to the attention of the medical staff to be signed and uses own judgment and experience to highlight any that may need urgent action.
  • Maintaining a diary of appointments and information relevant to medical staff.
  • Ensuring accurate and up-to-date information for the Trust's waiting list requirements.
  • Ensuring adequate supply of stationery and equipment.
  • Developing office, PA and secretarial practices to continually improve service delivery.
  • Assisting colleagues in providing cross cover for the work of absent PAs, including across sites, when necessary.
  • Preparation of induction packs for Junior Doctors.
  • Administration of 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.
  • Migration to digital dictation systems and re-organisation of 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.
Person Specification:
  • AMSPAR Diploma or equivalent experience of providing a PA/secretarial service.
Experience:
  • Diary Management
  • Answering telephone enquiries
  • Minute taking
  • Microsoft Word, Excel and Outlook on a regular basis
  • Experience of monitoring quality of transcriptions
Skills:
  • Demonstrate working as a team member
  • Ability to communicate in a clear and concise manner
  • Able to work within tight time frames and to deadlines
  • Able to use tact and empathy when handling patient calls
Knowledge:
  • Medical terminology in at least one specialty
  • Understanding of 18 weeks, CAB and how role fits with these initiatives
  • Information Governance and Data Protection
Additional Information:
  • Able to work on other trust sites as required
  • Demonstrates a willingness to change as the role evolves
  • 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.
  • Motivated and pro-active.
Disclosure and Barring Service Check:

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

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