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PA to Oral and Maxillofacial consultantsBand 4
1 month ago
Job overview
To provide secretarial support for the Oral and Maxillofacial consultants and their medical teams, ensuring clinic typing is undertaken in a chronological fashion, all telephone calls are actioned and returned and all administration relevant to the role including consultant diaries are managed effectively, inclusive of shared departmental email inbox and administration.To provide Secretarial cover to other consultants where necessary and thereby assist in the provision of an efficient office and secretarial service.To support the management of patient pathways, regularly liaising with departments such as MDT, radiology, outpatients, theatres etc.Base Location: PooleInterview Date: TBC Main duties of the job Be the PA to the Oral & Maxillofacial Consultants and their medical team.Ensuring all clinics, letters and documents are typed accurately and in a timely manner using the Trusts electronic systems such as, Dragon Dictation, eCaMIS and EPR. Using a chronological system ensure typing is achieved in priority and date order.To provide an accurate and organised service of consultant diaries, inclusive of any training seminars, supporting management of the CGM meetings including agendas, minutes and circulation of meeting dates throughout the team.To ensure the values of UHD are maintained and practiced on a daily basis ensuring all patients are treated with dignity and respect ensuring a high standard of service delivery is maintained.To provide a cross cover secretarial service to the secretaries during periods of any leave.To support the management of patient pathways by booking appointments and discharging where appropriate whilst liaising with Outpatients Department to support any last-minute changes to diaries.Any other appropriate duties as may be assigned from time to time by the consultant and/or the Surgical Clinical Care Group. Working for our organisation Our values define who we are as #TeamUHD. They underpin everything we do now and in the future. They define how we treat our patients, visitors, and each other, our valued teammates and colleagues.UHD are investing in services across the Trust, with many being transformed and developed following merger and the New Hospital Programme. This means that some services may move site this year or next, either temporarily or long term. Recruiting Managers interviewing for this role will be happy to answer any specific questions that you have about this at interview. Detailed job description and main responsibilities To provide secretarial support for the Oral and Maxillofacial consultants and their medical teams, ensuring clinic typing is undertaken in a chronological fashion, all telephone calls are actioned and returned and all administration relevant to the role including consultant diaries are managed effectively, inclusive of shared departmental email inbox and administration.To provide Secretarial cover to other consultants where necessary and thereby assist in the provision of an efficient office and secretarial service.To support the management of patient pathways, regularly liaising with departments such as MDT, radiology, outpatients, theatres etc.General Duties Be the PA to the Oral & Maxillofacial Consultants and their medical team.Ensuring all clinics, letters and documents are typed accurately and in a timely manner using the Trusts electronic systems such as, Dragon Dictation, eCaMIS and EPR. Using a chronological system ensure typing is achieved in priority and date order.To provide an accurate and organised service of consultant diaries, inclusive of any training seminars, supporting management of the CGM meetings including agendas, minutes and circulation of meeting dates throughout the team.To ensure the values of UHD are maintained and practiced on a daily basis ensuring all patients are treated with dignity and respect ensuring a high standard of service delivery is maintained.To provide a cross cover secretarial service to the secretaries during periods of any leave.To support the management of patient pathways by booking appointments and discharging where appropriate whilst liaising with Outpatients Department to support any last-minute changes to diaries.Any other appropriate duties as may be assigned from time to time by the consultant and/or the Surgical Clinical Care Group.Communication and Working Relationship SkillsTo deal with all forms of communication and enquiries from a variety of people including doctors, nurses, patients and relatives etc in a timely and sensitive mannerIn liaison with Admissions Officers ensure CaMIS and EPR are up to date in line with Data Quality and the Data Protection Act.To liaise with other departments, wards and staff as necessary such as Medical Records, Admissions, X-Ray, MDT, outpatients etc. To ensure all relevant departments (such as outpatients & theatres) are advised (giving at least 6 week notice) of pending annual/study/special leave etc. as appropriate and submitting accurately completed leave forms to the rota coordinator.To liaise with other hospitals/Trusts as necessary and advise of alterations to doctors timetables as appropriate.Analytical and Judgement SkillsUse electronic systems appropriate to the role and be willing to undertake training to use new systems as adopted by the Trust in the future.Support achievement of the 18 week patient pathway programme by ensuring checking ‘clock stops/starts’ and validating patient information as required.Provide assistance to colleagues when needed in collating, photocopying and distributing information throughout the Head and Neck Services Directorate.Planning and Organisational SkillsEnsure all written correspondence to GP’s, patients and other hospital staff is sent appropriately ensuring patient confidentiality.To retrieve patients' medical notes using the Trusts CRT system and ensuring notes are available for appointments and ad hoc enquiries.To ensure patients' x-rays and other results are available for enquiries/appointments, using electronic systems i.e. EPR, PACs as required. To ensure all filing is up to date maintaining a comprehensive filing system, including general correspondence, investigation results and other paperwork in patient’s hospital records when necessary.Ensure re-directed mail is investigated, re-addressed and re-sent as soon as possible.Responsibility for Policy / Service DevelopmentTo ensure policies are adhered to and suggestions/ improvements are shared with team to find the best ways of working. Responsibility for Finance, Equipment and Other ResourcesTo help maintain efficient levels of stationery for the department, re-ordering stock where necessary.To observe personal duty of are in relation to equipment and/or resources. There is no cash handling. Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and ManagementTo ensure statutory/mandatory training is up to date at all times and identify any job related training needs in line with the Trust.Responsibility for Research and DevelopmentTo undertake surveys or audits as required e.g. staff survey. Freedom to ActThe post holder will work in a supervised environment within established policies, procedures and guidelines. Mental, Physical, and Emotional EffortThe post holder is required to sit in front of a VDU (computer) and stationary at a desk for the majority of the day.There is a frequent requirement to lift and carry patient notes, or to push a notes trolley. The post holder may be exposed to verbal aggression either via the telephone or face to face and physical aggression from patients and carers.There will be occasional exposure to distressing or emotional circumstances and very rarely exposure to highly distressing or highly emotional circumstances.Any Other Specific Tasks RequiredProvide flexibility and adaptability to support the Head and Neck directorate. Person specification Experience Essential criteria 6 months experience of working in an office environment within the last 3 years Desirable criteria Previous NHS secretary experienceSurgical terminology experience Knowledge Essential criteria Ability to operate Microsoft Office Suite (Word, Excel, Outlook) at an intermediate level Desirable criteria Knowledge of hospital computer systems including CAMIS, EPR and DragonKnowledge of OMF Specialty Technical Skills Competencies Essential criteria Excellent communication and inter-personal skills both written and verbalGood organisational skills with ability to multi-task