Medical PA

Job summary

An exciting opportunity has arisen for a B4 Medic PA to work for the Assessment and Treatment Service, Sussex Partnership NHS Foundation Trust, based at St Mary's House in Eastbourne.

Hours: 30 hours per week.

The post holder will provide secretarial and administrative support to a Consultant Psychiatrist and associated multi-disciplinary team. This includes working and acting on own initiative and dealing with potentially complex situations. The team is friendly and dynamic and we are committed to providing excellent care to our Service Users.

Main duties of the job

The medic PA will provide a high standard of secretarial and administrative service to the Consultant and associated multi-disciplinary team. You will need to be enthusiastic, well organised and efficient, self-motivated and have excellent secretarial skills. Preferably you will have had experience in a medical setting or extensive secretarial experience gained elsewhere. You will have a Business and Administration NVQ level 3 (or willing to work towards) and/or equivalent qualification, proven audio typing experience, and ability to produce work with a high level of accuracy and attention to detail.

You will be comfortable networking and communicating with a large team, including clinicians, senior managers, patients and other agencies. You will need to have good time management skills, and ability to prioritise effectively in a busy environment is essential. You will need to be adaptable to the needs of the Service and determined to add value to the organisation. Supervisory experience is desirable but not essential.

You must be proficient in the use of Microsoft Office including Word, Excel and Outlook. Experience in the use of databases is essential.

About us

You will be joining an organisation rated 'good' overall by the Care Quality Commission and 'outstanding' for caring. We are always trying to improve. We listen to and learn from feedback. We carry out healthcare research and put it into practice. We develop new ways of providing services in partnership with others and help staff develop through education and training. We also believe it's important to learn from when things go wrong and to encourage staff to speak out about anything they are concerned about.

Our values

People first. Future focused. Embracing change. Working together. Everyone counts.

Our vision

Outstandingcare and treatment you can be confident in.

The Assessment and Treatment Service is a friendly team based at St Mary's House in Eastbourne. The team consists of Psychiatrists, Community Mental Health Nurses, Occupational Therapists, Support time recovery workers, Psychologists, GMHWP's and admin support.

Job description

Job responsibilities

To work directly to the Consultant and the multi-disciplinary team, providing a comprehensive and highly efficient secretarial and administrative support service.

To be responsible for the development and management of effective electronic spreadsheets, including appointment booking, complex diary management, adhering to the Trust policies of file management.

Provide a first point of contact for enquiries from service users and their carers, staff at all levels both from within the Trust and external agencies, providing a highly professional and confidential messaging service, taking follow up action as appropriate.

To provide excellent administrative and secretarial support using appropriate software packages. Working to strict timescales and to a very high standard of accuracy, using Trust templates, in line with Trust guidelines. Documents include meeting minutes, clinical reports and clinical correspondence.

To provide a personal assistant service to the Consultant to include the screening and distribution of all mail, drawing attention to urgent issues. Using own initiative as appropriate.

To liaise with GP's, other mental health services, Social Services and any other agencies as required.

Organise and arrange service users clinics; make necessary arrangements for case reviews.

To organise transport or interpreters for service users as required.

To undertake any ad-hoc pieces of work as required.

To be proactive in organising and prioritising workload and managing own time effectively.

Day to day supervision of junior administrative staff, involving supervision and appraisal as required, induction and participating in recruitment and allocation/monitoring of workload.

Attend team meetings as required. To assist in the development of the service.

To photocopy/upload/distribute documents as required.

To ensure compliance with departmental and Trust policies.

To carry out any other general office duties as required.

To provide cover for other secretarial and administrative staff as appropriate.

To participate in the Trust supervision and appraisal policy.

To undertake training as necessary.

Person Specification

Qualifications

Essential

Relevant NVQ3 qualification / RSA 3 or equivalent

Knowledge/Experience

Essential

Extensive knowledge of a full range of secretarial procedures Knowledge of software programmes / packages Previous experience in a similar role

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