Job summary
Part Time, 22.5 hours per week
Have
you wanted to work in a role where you were able to make a difference every
day?
Here,
as a Medical Office Co-ordinator in our Medical Team, you will see the difference
you and your team make to the lives of patients, their families and friends
every day.
You will be part of a team of experienced professionals to learn from and learn with,
delivering work you can take pride in.
Main duties of the job
You
will provide administrative support to the medical team and support the
efficient running of the Medical Office. This will involve administrative tasks
including staff annual leave, maintaining the electronic filing system plus
diary and meeting management.
The
role provides an opportunity to research, interpret and summarise reports and
documents both from internal sources and external sources such as the
internet.
Another
important aspect is the co-ordination and processing of ad hoc visitors, student
doctors and overseas doctor placements to the Hospice, requiring liaison with
multiple Hospice departments and external clinical partners.
About us
Princess Alice Hospice is one of the top ten adult hospices
in the UK, providing specialist palliative care and support to a community of
more than a million people living in Surrey, south west London and Middlesex.
Job description
Job responsibilities
- Administration
- Provide administrative support to the medical team and support the Medical Office Manager in the efficient running of the Medical Office
- Support the recording and tracking current activities within the Medical Department, to include staff cover, annual and study leave, rotas, visitors.
- Support medical staff planning and co-ordination of medical staff cover, including coordination / updating of urgent changes to cover.
- Support the production and coordination of rotas for: medical out of hours on-call, weekly schedule, consultants fixed sessions, journal club, bereaved relatives evenings.
- Support the tracking and management of annual and study leave requests for all staff in the medical department.
- Support the completion and submission of the Medical Department manpower return.
- Maintain electronic filing system, monitoring accuracy and ensuring information is up to date and maintained appropriately; update the medical department Sharepoint site as required.
- Support the Medical Office Manager in the management of the Medical Directors diary, scheduling meetings as required, trouble-shooting logistical issues.
- Assist in the drafting and distribution of supporting papers for Medical Director and medical team.
2. Meeting Co-ordination
- Support the organisation of cross-organisational meetings where the medical team are actively involved eg. Hospice Schwartz rounds, Clinical Ethics committee.
- Assist with the co-ordination and facilitation of the programme and remote access for the weekly internal CPD programme and journal club across 3 hospice sites (PAH, WSBH and St Raphaels Hospice).
3. Research
- Source information, as requested, from multiple sources including the internet
- Read, interpret and summarise reports/documents
- Assist in the preparation of presentations and reports, ensuring that these are compiled in a timely fashion
- Independently draft reports/documents and correspondence
- Proof read reports and correspondence
4. Coordination and processing of ad hoc visitors, students and overseas medical placements
- Support the planning and co-ordination of medical department visitor numbers and dates.
- Support the liaison with Hospital Training Programme Directors, overseas University, incoming placement doctors as required.
- Support the liaison for Medical Department visitors with both Education and People Services departments.
- Support the organisation of induction programmes, designing and compiling on-boarding folders in collaboration with relevant stakeholders.
- Assist in the facilitation of learning opportunities for trainees eg. with local GP Practices, Hospitals, other Clinical Departments and the Childrens Hospice.
- Meet / greet students / visitors, leading Hospice tours as required.
5. Management of changeover, induction and co-ordination of Medical Establishment; Consultants, Specialty Registrars (StRs) and other Junior Doctor Posts
- Assist with the co-ordination and communication with outgoing and incoming doctors on critical information, eg. start dates, annual leave and on-call arrangements.
- Assist with the liaison with People Services helping with the confirmation of arrangements and that pre-employment checks are met in compliance with Responsible Officer requirements. Act as a contact for trainees, supervisors and Deanery (or equivalent) and for communication with Lead Employers as required.
- Support with the management of invoicing to medical department or medical salaries and expenses.
Job description
Job responsibilities
- Administration
- Provide administrative support to the medical team and support the Medical Office Manager in the efficient running of the Medical Office
- Support the recording and tracking current activities within the Medical Department, to include staff cover, annual and study leave, rotas, visitors.
- Support medical staff planning and co-ordination of medical staff cover, including coordination / updating of urgent changes to cover.
- Support the production and coordination of rotas for: medical out of hours on-call, weekly schedule, consultants fixed sessions, journal club, bereaved relatives evenings.
- Support the tracking and management of annual and study leave requests for all staff in the medical department.
- Support the completion and submission of the Medical Department manpower return.
- Maintain electronic filing system, monitoring accuracy and ensuring information is up to date and maintained appropriately; update the medical department Sharepoint site as required.
- Support the Medical Office Manager in the management of the Medical Directors diary, scheduling meetings as required, trouble-shooting logistical issues.
- Assist in the drafting and distribution of supporting papers for Medical Director and medical team.
2. Meeting Co-ordination
- Support the organisation of cross-organisational meetings where the medical team are actively involved eg. Hospice Schwartz rounds, Clinical Ethics committee.
- Assist with the co-ordination and facilitation of the programme and remote access for the weekly internal CPD programme and journal club across 3 hospice sites (PAH, WSBH and St Raphaels Hospice).
3. Research
- Source information, as requested, from multiple sources including the internet
- Read, interpret and summarise reports/documents
- Assist in the preparation of presentations and reports, ensuring that these are compiled in a timely fashion
- Independently draft reports/documents and correspondence
- Proof read reports and correspondence
4. Coordination and processing of ad hoc visitors, students and overseas medical placements
- Support the planning and co-ordination of medical department visitor numbers and dates.
- Support the liaison with Hospital Training Programme Directors, overseas University, incoming placement doctors as required.
- Support the liaison for Medical Department visitors with both Education and People Services departments.
- Support the organisation of induction programmes, designing and compiling on-boarding folders in collaboration with relevant stakeholders.
- Assist in the facilitation of learning opportunities for trainees eg. with local GP Practices, Hospitals, other Clinical Departments and the Childrens Hospice.
- Meet / greet students / visitors, leading Hospice tours as required.
5. Management of changeover, induction and co-ordination of Medical Establishment; Consultants, Specialty Registrars (StRs) and other Junior Doctor Posts
- Assist with the co-ordination and communication with outgoing and incoming doctors on critical information, eg. start dates, annual leave and on-call arrangements.
- Assist with the liaison with People Services helping with the confirmation of arrangements and that pre-employment checks are met in compliance with Responsible Officer requirements. Act as a contact for trainees, supervisors and Deanery (or equivalent) and for communication with Lead Employers as required.
- Support with the management of invoicing to medical department or medical salaries and expenses.
Person Specification
Qualifications
Essential
- Good standard of general education HNC, A Level, HND or NVQ3 or equivalent or significant work experience in similar roles.
Experience
Essential
- Proven work experience in an administrative role or as a personal/executive assistant.
- Proven work experience of providing support across a team / department.
- Strong verbal and written communication skills
- Writing and research skills
- Good organisational skills
- Microsoft Office, and general IT skills
- Competent keyboard skills
- Good prioritisation skills
- Good multi-tasking skills
Desirable
- Experience of working in a healthcare setting.
Person Specification
Qualifications
Essential
- Good standard of general education HNC, A Level, HND or NVQ3 or equivalent or significant work experience in similar roles.
Experience
Essential
- Proven work experience in an administrative role or as a personal/executive assistant.
- Proven work experience of providing support across a team / department.
- Strong verbal and written communication skills
- Writing and research skills
- Good organisational skills
- Microsoft Office, and general IT skills
- Competent keyboard skills
- Good prioritisation skills
- Good multi-tasking skills
Desirable
- Experience of working in a healthcare setting.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
