Consultant PA

Choose Well - Choose WWL

Job overview

An exciting opportunity has arisen within the Community Learning Disability Team, to manage the office administration of the Consultant and Specialist Nurses, and provide an efficient and effective PA service. The post holder will act as the first point of contact for all forms of communication for the Consultant(s) and their team(s) and will be expected to organise and prioritise their own workload.

This post will be based at Pemberton Health Centre and is permanent part-time (15 hours per week) to be worked across Monday to Friday with hours to be worked over 2 or 3 days. Hours can be discussed at interview.

Main duties of the job

The post holder will demonstrate responsibility for:

Providing a complete PA service including word processing, filing, audio typing, photocopying and the composition of letters. Prepares responses and requests for the Consultant and designated medical staff as appropriate.Distributing and prioritising incoming mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information.

Undertaking administrative work at the request of the consultant or their team. Attending outpatient clinics and ward rounds as necessary and where appropriate. Providing the first point of contact for written and telephone enquiries, some of which may be sensitive, on behalf of the Consultant and their team, using judgement to establish the validity and priority of the contact. When notified of Consultant’s leave, ensure appropriate action is taken with regard to cancelling/reducing clinics and re-evaluating/rescheduling appointments in Consultant’s diary where appropriate.

Working for our organisation

Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.

Detailed job description and main responsibilities

Duties and Responsibilities

Key results from the job holder

The post holder will contribute to service delivery by:

Promoting the dissemination of quality patient information. Provide non-clinical advice and information to patients/clients/relatives. Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all their actions.This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidences near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Planning and Organisational Duties

The post holder will demonstrate responsibility for:

Providing a complete PA service including word processing, filing, audio typing, photocopying and the composition of letters.Prepares responses and requests for the Consultant and designated medical staff as appropriate. Distributing and prioritising incoming mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information. Undertaking administrative work at the request of the consultant or their team. Attending outpatient clinics and ward rounds as necessary and where appropriate. Providing the first point of contact for written and telephone enquiries, some of which may be sensitive, on behalf of the Consultant and their team, using judgement to establish the validity and priority of the contact. When notified of Consultant’s leave, ensure appropriate action is taken with regard to cancelling/reducing clinics and re-evaluating/rescheduling appointments in Consultant’s diary where appropriate. The production and distribution of patient/procedure lists, e.g. admissions, arranging and co-ordinating Domiciliary visits and assessments, theatre, outpatient procedures within the required timescales. Maintaining close working relationships between Consultant and patient where appropriate. Organising and co-ordinate multidisciplinary team meetings, arrange venue and take minutes where appropriate. Ensuring timely responses to Medico-legal reports/Insurance reports. Introducing and implementing new practices to enhance service development, i.e. developing protocols and procedures for improved patient services. Supervising new PA’s/secretaries/support staff and work experience students ensuring an effective office system is maintained. Compiling and distributing medical staff rotas and liaising with medical staffing about annual leave/sick leave arrangements where applicable. Ensuring all results of investigations are brought to the attention of the medical staff to be signed and uses own judgement and experience to highlight any that may need urgent action. Maintaining a diary of appointments and information relevant to medical staff. Ensuring accurate and up-to-date information for the Trust’s waiting list requirements. Ensuring adequate supply of stationery and equipment. Developing office, PA and secretarial practices to continually improve service delivery. Assisting colleagues in providing cross cover for the work of absent PA’s, including across sites, when necessary. Preparation of induction packs for Junior Doctors. Administration of duties in relation to new policies i.e. 18 week pathway inter provider transfer documentation, choose and book administration and patient choice bookings. Provide training to other staff, as appropriate, in relation to this requirement. Migration to digital dictation systems and re-organisation of workload to meet performance standards. The post holder is expected to act independently within occupational guidelines and decide when it is necessary to refer to their Manager. The post holder should exercise initiative commensurate with the role and it is vital that confidentiality is maintained at all times.

Communications and Key Working Relationships

The post holder will demonstrate effective communication by:

Using the spoken and written word and being sensitive to those who are vulnerable or do not have English as their first language. Assisting in the establishment of communication systems with all staff, patients and relatives to promote understanding and good will. Exchange verbal and written information with patients, staff and carers relating to appointments, admissions, and meetings in a tactful and sensitive manner. Maintaining accurate, timely and legible records. Maintaining consistency within standards of patient care. Communicating complex and sensitive information to patients and relatives with empathy and reassurance. Responsibility for all records (including patient health, financial, personal and administrative) that they gather or use as part of their work within the Trust.The records may be paper, electronic, microfiche, audio or x-ray images. Compliance with the Data Protection Act 1998 and Information Governance – the post holder is not entitled to use for their own benefit or gain, or to divulge to any persons, firm or other organisation whatsoever, any confidential information belonging to the Trust or relating to the Trust’s affairs or dealings which may come to their knowledge during employment.

Responsibility for Finance

The post holder will:

Be the first point of contact for receiving and processing of monies, both cash and cheque, to charitable funds from patients, patients relatives and outside agencies. Participate in ensuring the effective use of all financial resources in providing and delivering the service. Demonstrate awareness of the need for cost improvement programmes within the Service. Promote effective utilisation of resources. Provide the service within its financial constraints. Maintenance of stock and stationery within own team

Responsibility for Human Resources

The post holder will:

·Be expected to provide day to day supervision and on the job training to new PA’s, secretaries and administrative support workers, when required.

·Provide mentorship and professional support to Clinical Secretaries

·Adhere and promote Trust policies, procedures and guidelines and maintain the Professional Code of Conduct.

·Ensure compliance with the Mandatory Training Policy in accordance with Trust policy.

·Take responsibility for ensuring own Performance and Development Review is undertaken on a yearly basis.

Responsibility for Health & Safety

Have an understanding of health and safety, ethical and legal issues Display a professional attitude at all times when dealing with the general public and colleagues alike  Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Responsibility for Teaching

The post holder will demonstrate the following knowledge and experience:

·Knowledge of a full range of secretarial procedures and software programmes (PAS, theatre, EPR, digital dictation) and their application to improve service efficiency and effectiveness.

·Understanding of medical terminology and a willingness to assist colleagues with transcription outputs.

·Exercise judgement when dealing with patient enquiries, analysing and resolvingproblems at source.

Assist in new staff induction together with the identification and support of their training requirements. Facilitate a supportive learning environment that enables all members of the team to develop. Recognise the effective utilisation of all appropriate development resources and opportunities. Promote the ethos of continuous improvement disseminating any new knowledge gained to other colleagues. Recognise and accept responsibility for own personal development

Person specification

Qualifications

Essential criteria

AMSPAR Diploma or equivalent experience of providing an efficient PA/secretarial service RSA III Typing or equivalent experience

Desirable criteria

Shorthand Qualification ECDL

Experience

Essential criteria

Experience in undertaking a range of secretarial duties Experience of using Microsoft Word/Excel/Outlook on a regular basis Experience of monitoring quality of transcriptions

Desirable criteria

Experience of utilising digital dictation systems Experience of managing stationery and stock levels Experience of managing stationery and stock levels Experience of scheduling and rescheduling clinic lists on behalf of a consultant Experience of training/mentoring new staff within own work area

Skills

Essential criteria

Ability to communicate in a clear and concise manner Ability to work as a team member Ability to prioritise own workload effectively Able to work within tight time frames and to deadlines Able to use tact and empathy when handling patient calls

Desirable criteria

Ability to type more than 40-50 words per minute with an accuracy rate of at least 90%

Knowledge

Essential criteria

Knowledge of medical terminology within at least one speciality Understanding of 18 week policies, Choose & Book and Patient Choice; and how own role fits with these initiatives Knowledge of Information Governance and Data Protection with regard to respect for confidential information.

Additional

Essential criteria

Motivated and pro-active Demonstrates a willingness to change as the role evolves Able to work at other Trust sites, when required Willing to meet the performance criteria set out in the job description and undertake personal and professional development Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

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