Personal Assistant

2 weeks ago

Warrington, United Kingdom Zachary Daniels Full time

**TITLE: PA to MD**

**DEPARTMENT: Clinical admin team (CAT)**

**JOB SUMMARY**:
To provide comprehensive administrative support, of a high standard, to the Medical Director and the medical team to enable exemplary service.

This role requires innovative thinking, autonomous working and the ability to develop strong productive relationships. Excellent communication, organisational, planning, scheduling and problem-solving skills are essential.

**About the Clinical Admin Team**

**OPERATIONAL RESPONSIBILITIES**
- Assist in the compilation of weekly/monthly report writing and undertake audits, using Survey Monkey.
- Act as a point of contact and signpost for communications, both internal and external.
- Provide support for meetings as requested - booking meeting rooms, collating supporting documentation (e.g. agendas, reports, papers for submission), taking and distributing meeting minutes and action plans.
- Produce and maintain rotas for the medical team, ensuring that all areas have the correct skill mix with the ability to deliver safe working practices.
- Manage diary for the Medical Director - using both O365 and nhs.net calendars.
- General office administration supporting the smooth running of the department, as a member of the Clinical Admin Team (CAT).
- Act as a point of contact in the absence of the Clinical Admin Manager - take responsibility for the CAT cover rota and any staff queries during these periods.
- Maintain confidentiality at all times, dealing with sensitive issues discretely and tactfully.
- Prioritise tasks and organise workload without supervision on a daily basis. Flexible working practices are essential to meet the ever-changing needs of the service.
- Utilise O365, MS Teams and SystmOne (EPR) as required.
- Manage and maintain electronic filing systems and SharePoint libraries.
- Participate in Clinical Admin Team (CAT) Meetings.
- Participate in the hospice appraisal process and E-Learning.
- Embrace the core values and aims of St. Rocco's Hospice and promote it as a centre of excellence.

**Education/Qualifications**:

- Educated to A Level or equivalent, or with three years' relevant experience.
- Formal qualification in computer literacy e.g. ECDL or equivalent.
- Proficient typing skills and the use of O365.
- Use of SystmOne (EPR)
- AMSPAR medical terminology qualification

**Knowledge/experience/skills**:

- Experience of working in a senior clinical administrative role.
- Experience of working in a healthcare or clinical setting.
- Excellent organisational skills and ability to prioritise workload.
- Ability to work on own initiative and as part of a team.
- Ability to respond positively to change.
- Ability to take notes and minutes of meetings.
- Willingness to undertake additional training on the job, or formal, to carry out the duties required.

**Personal Qualities**:

- Excellent interpersonal skills.
- Able to work autonomously.
- Respect confidentiality.
- Ability to work accurately to tight deadlines and deal with multiple areas, projects and changing priorities.
- Flexible can-do attitude.
- Able to work with staff at all levels.

**Additional Requirements**:

- Flexibility with hours of work (some evening meetings) and ability to work to cover gaps at short notice, as agreed.
- Flexibility to work between Monday to Sunday, at times as directed by management

**BBBH24415

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