Administration and Clerical Officer

The post holder should have an understanding and overview of the work of the Medical Directorate, including managing all incoming mail, telephone calls, messages and co-ordinating meetings. This will enable the post holder to fully support the wider Medical Directorate team to prioritise and manage their own workload in an informed and effective manner.

**The post holder is expected to**:
Provide administrative and system management support to the Medical Directorate and Medical Revalidation Team

The post-holder will need to have a good degree of interpersonal skills, literacy, numeracy, organisational ability and IT (Microsoft Office) skills and be able to demonstrate and articulate an understanding of the wider work-streams of quality and governance.

The Medical Directorate is led by the Chief Medical Officer, supported by a Deputy and Associate Medical Directors.

The Directorate consists of a number of teams, including Revalidation and Appraisal. The Revalidation team is small and led by the Revalidation and Appraisal Manager, supported by a full time Band 3 Administrator. The team currently manage the revalidation and appraisal process for over 400 clinicians. The post holder will work closely with this team and support the Business Manager with ad hoc administrative requests.

A job description is attached to this vacancy. The main roles and responsibilities of this post are:
**Information and Systems Management**:
Update and add evidence to relevant databases and systems

Have a working knowledge of appropriate Trust IT systems

**Communication**:
Communicate professionally and effectively with members of the multidisciplinary team answering queries and resolving issues within your remit and seeking advice and guidance as appropriate to resolve issues.

Maintain effective communication networks at all levels across the organisation

Recording all messages and queries appropriately

To issue correspondence in accordance with the Medical Appraisal and Revalidation Policy including reminder letters

Issue correspondence and communication in relation to the job planning programme of work

**Organisational**:
Use own initiative to plan time effectively and prioritise all incoming work on a daily basis, including responding quickly, appropriately and communicating clearly in relation to urgent / important and unpredictable issues ensuring a high quality administrative service.

Support with preparing background information, collate information into reports, produce statistics and create and manage databases as required.

To support in the organisation and administration of the job planning schedule and programme of work.

Assist with the arrangement of meetings ensuring appropriate venues and resources are available. Rescheduling as appropriate to ensure maximum attendance and appropriate with attendees schedules of work

Escalate any problems/issues to the Medical Revalidation and Job Planning Manager to facilitate the smooth running of the job planning programme of work.

Provide reports as to the progress of the job planning programme of work

To support in the organisation and administration of the trust appraisal and revalidation process including reports, reminders and data entry in accordance with the trust policy

Administer the collation of 360 and multisource data for medical appraisee including patient and colleague feedback

To accurately type multi source feedback summaries on behalf of appraises and appraisers.

Input and extract appraisal and revalidation data in an accurate and timely manner in readiness for appraisal