Pa / Medical Secretary & General Administration

To work as part of the administrative team supporting clinical and senior management staff across the Surgical Division to include Theatres, Anaesthetics, Critical Care and the Pain Management Clinic.
Demonstrate flexibility and the ability to prioritise workload to support the existing administrative team. Provide cross-cover for any member of the administrative team during periods of sickness or leave.
Please note Previous Applicants need not apply.
Provide a comprehensive, confidential PA secretarial and administration support service to the Clinical and Senior Administrative teams on a day-to-day basis.
This support should normally be provided during the core hours of 8am and 5pm. However, to ensure alignment with the Direct
Clinical Care time of the Clinical Teams for whom they support flexibility from the core hours may be required and will be determined locally depending upon the needs of the service.
It is expected that cross-cover is provided within the administrative teams and within the Directorate and Division as and when required.
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Main

**Responsibilities**:
Provide a comprehensive clinical PA / secretarial service to the Clinical Director, Directorate Manager (Consultants & Matrons) and Senior Administrative Teams to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.
Ensure all correspondence for the Clinical Director / Directorate Manager and Senior Administrative Teams, including clinical letters, discharge summaries, medico-legal reports and results, minutes of meetings etc are typed and dispatched promptly. This may involve reading reports over the telephone. Some of the correspondence will be audio typing.
Provide the focal point of communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries.
Deal with telephone and face to face enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
Provide cross-cover within the main theatre reception area to ensure the smooth and efficient running of the department.
Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.
On receipt of test/investigation results, retrieve relevant patient notes and alert the Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.
Oversee the patient pathway and ensuring that all necessary appointments, including outpatients, clinics, waiting list etc. are arranged on time, ensure that clinics are utilised to capacity, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards.
Use the relevant Trust databases and patient administration systems and ensure that all data is correct and up-to-date.
Coordinate Clinical Teams’ diaries to ensure effective time management.
Organise departmental meetings, recording and prepare draft minutes of meetings, specifying decisions made and follow up action required for subsequent approval by the Clinical and Senior Administrative Teams.
Responsible for stationery stock control, including ordering to ensure adequate resources available for team and departments, as and when required.
Plan and organise a range of meetings and events, including venue, attendees and travel arrangements.
Attend meetings, as required to ensure effective communication with all service users.
Demonstration and supervision of workplace activities to other members of the secretarial team as required, to maintain a high standard of service to the Cli