Job summary
An opportunity has arisen for an experienced and motivated Medical PA to join our friendly administration team at Chailey Clinical Services working Monday, Wednesday and Friday 22.5 hours a week.
Working as part of a team of administrators you'll be responsible for coordinating the medical teams diaries and managing their the day to day clinics and waiting lists, liaising effectively with patients and other professionals.
We're looking for a motivated team player with the ability to manage their own workload, demonstrate attention to detail, utilise their efficient organisation skills and work in collaboration with the medical team.
Chailey Clinical Services offer flexible services for children and young people with complex neuro-disabilities, and we provide clinical support to children and young adults.
Excellent IT and effective communication skills are essential and a desire to engage in streamlining administrative processes helping to maximise efficiency and ensure good patient experience and practice.
Main duties of the job
The main duties of the role will be keeping an accurate and up to date diary for the Medical Team making appointments as necessary and maintaining caseloads and accurate waiting lists prioritising competing needs and clinics.
Maintain accurate and up to date confidential client information on SystmOne, including the recording of clinics attendance.
Communicate via telephone in an efficient and polite manner with clients, taking action where necessary ensuring that clinical enquiries are dealt with as a priority. Record messages accurately, to be responsible for deciding which enquiries to forward as a priority.
You will provide a full word processing service, including audio typing as required, within set timescales and to a high accuracy and presentation.
It is important to be able to work efficiently within the busy team and be able to prioritise own workload as well as assist with colleagues workloads during periods of absence.
About us
Our vision is to provide excellent care at the heart of the community and achieving the highest level of service is our top priority. We develop and nurture our staff and recognise that they are our greatest asset.We give them clear career pathways, support their wellbeing, recognise and value their diversity and provide them with the leadership, skills and knowledge they need to deliver the best care for our patients now and in the future.
With a focus on staff wellbeing we'll support you with comprehensive induction programme to help you settle into your new role. Reporting to the Outpatient Manager and Medical Team Coordinator, you'll receive regular 1:1 supervision and training opportunities to develop your career.
We particularly welcome applications from disabled, LGBT+ and Black, Asian and Minority Ethnic (BAME) candidates as we would like our team to reflect the diverse communities we serve. As a Trust, we recognise the positive value of diversity in providing high quality and culturally competent care; we are a Disability Confident Employer, and benefit from thriving and supportive BAME, Disability, LGBT+ and Religion and Belief staff networks.
Chailey Clinical services is easily accessible by car and is on a reliable public transport route , Surrounded by beautiful countryside we offer free parking on site including an electric car charging port along with a caf and a fully appointed staff room and wellbeing room.
Job description
Job responsibilities
Diary management for the Medical Team and make appointments as necessary, prioritising competing needs.
Screen incoming mail and take action where appropriate.
Use patient information and management system and Social care record to ensure necessary information is gathered and provide this within agreed statutory timescales and to record and action outcomes from appointments.
To provide a full word processing service, including audio typing as required, within set timescales and to a high accuracy and presentation.
General administration duties including filing, archiving, photocopying, subject access requests, sending out correspondence etc.
To work efficiently within a busy team and be able to prioritise own workload as well as assist with colleagues workloads during periods of absence.
To maintain childrens health records, filing documents, keeping
demographic information.
Maintain accurate and up to date confidential client information on SystmOne, including record of clinic attendance ensuring that confidentiality of patient information is maintained.
Communicate effectively with staff, outside agencies, patients and their families. Record messages accurately, to be responsible for deciding which enquiries to forward as a priority, which to handle without referral.
Arrange and where appropriate attend meetings internal and external.
Co-ordinating date and times, booking venue organising refreshments, using own initiative at times without reference. Produce agenda take minutes and follow up action points as required.
To deal with communications (telephone and face-to-face) in an efficient and polite manner from both staff and clients taking action where necessary ensuring that clinical enquiries are dealt with as a priority. Record messages accurately, to be responsible for deciding which enquiries to forward as a priority, which to handle without referral.
To ensure that confidentiality of patient/staff information is maintained.
To understand how the work undertaken relates to and affects the work of others, in order to achieve the best outcomes in terms of effective process and quality of service.
To undertake any other duties as required by Chailey Clinical Services this will include covering reception when required.
To provide accurate data as required for audit / research purposes
To understand how the work undertaken relates to and affects the work of others, in order to achieve the best outcomes in terms of effective process and quality of service.
To undertake admin support for the Chailey academic Meetings that take place throughout the year liaising with trust communications team and clinicians from outside of Chailey.
Job description
Job responsibilities
Diary management for the Medical Team and make appointments as necessary, prioritising competing needs.
Screen incoming mail and take action where appropriate.
Use patient information and management system and Social care record to ensure necessary information is gathered and provide this within agreed statutory timescales and to record and action outcomes from appointments.
To provide a full word processing service, including audio typing as required, within set timescales and to a high accuracy and presentation.
General administration duties including filing, archiving, photocopying, subject access requests, sending out correspondence etc.
To work efficiently within a busy team and be able to prioritise own workload as well as assist with colleagues workloads during periods of absence.
To maintain childrens health records, filing documents, keeping
demographic information.
Maintain accurate and up to date confidential client information on SystmOne, including record of clinic attendance ensuring that confidentiality of patient information is maintained.
Communicate effectively with staff, outside agencies, patients and their families. Record messages accurately, to be responsible for deciding which enquiries to forward as a priority, which to handle without referral.
Arrange and where appropriate attend meetings internal and external.
Co-ordinating date and times, booking venue organising refreshments, using own initiative at times without reference. Produce agenda take minutes and follow up action points as required.
To deal with communications (telephone and face-to-face) in an efficient and polite manner from both staff and clients taking action where necessary ensuring that clinical enquiries are dealt with as a priority. Record messages accurately, to be responsible for deciding which enquiries to forward as a priority, which to handle without referral.
To ensure that confidentiality of patient/staff information is maintained.
To understand how the work undertaken relates to and affects the work of others, in order to achieve the best outcomes in terms of effective process and quality of service.
To undertake any other duties as required by Chailey Clinical Services this will include covering reception when required.
To provide accurate data as required for audit / research purposes
To understand how the work undertaken relates to and affects the work of others, in order to achieve the best outcomes in terms of effective process and quality of service.
To undertake admin support for the Chailey academic Meetings that take place throughout the year liaising with trust communications team and clinicians from outside of Chailey.
Person Specification
Experience
Essential
- Experience in a PA role
- minimum 2 years experience of working in administration
- Previous experience of audio typing
Desirable
- Previous experience in a NHS Setting
- Knowledge of S1
Skills and knowledge
Essential
- Good interpersonal skills demonstrating tact and diplomatic abilities
- Ability to liaise with a variety of professional groups
- Ability to work autonomously and as part of a team
- Good written and verbal communication skills
- Ability to manage and prioritise workload to meet changing deadlines
- Excellent organisational skills
- Ability to produce documents to a high standard of presentation and accuracy
- Knowledge of Microsoft packages including Word, Excel and PowerPoint
Desirable
- Knowledge of medical Terminology
- Knowledge of the NHS
Qualifications and/or professional registration
Essential
- oEducated to GCSE or equivalent in English and Maths.
- oNVQ Level 3 in Administration or administration equivalent experience
Person Specification
Experience
Essential
- Experience in a PA role
- minimum 2 years experience of working in administration
- Previous experience of audio typing
Desirable
- Previous experience in a NHS Setting
- Knowledge of S1
Skills and knowledge
Essential
- Good interpersonal skills demonstrating tact and diplomatic abilities
- Ability to liaise with a variety of professional groups
- Ability to work autonomously and as part of a team
- Good written and verbal communication skills
- Ability to manage and prioritise workload to meet changing deadlines
- Excellent organisational skills
- Ability to produce documents to a high standard of presentation and accuracy
- Knowledge of Microsoft packages including Word, Excel and PowerPoint
Desirable
- Knowledge of medical Terminology
- Knowledge of the NHS
Qualifications and/or professional registration
Essential
- oEducated to GCSE or equivalent in English and Maths.
- oNVQ Level 3 in Administration or administration equivalent experience
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.
