Job summary
We are seeking a passionate and conscientious individual to join our busy Gynaecology & Obstetrics Team at West Suffolk Hospital.
You will be responsible for providing high level, comprehensive administrative and secretarial support to the Gynaecology & Obstetrics Team. We are looking for a candidate who is an excellent communicator, forward thinking, with an eye for detail and ability to adapt to various tasks according to service needs. Previous experience of working within the NHS is not essential but welcomed.
The successful candidate will be required to work 23 hours per week.
Main duties of the job
The PA will take ownership of the patient pathway from the point of referral into the West Suffolk Hospital and will be responsible for managing the end to end administrative process. There is an expectation the successful candidate will be experienced in using multiple IT systems, including Microsoft Word, Excel & Outlook although training will be provided on bespoke NHS systems. The role will encompass some typing so accurate keyboard skills are required.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
Key Tasks & Responsibilities:
- Provide a comprehensive secretarial service to Consultants and Team within the Gynaecology & Obstetrics department, including typing of clinical letters, maintaining personal diaries, dealing with enquiries and arranging appointments.
- Receive post and deal with routine correspondence, undertaking follow-up action as directed, copying relevant correspondence to patients as directed.
- Answer the telephone promptly and courteously, dealing sensitively with distressed callers and offering immediate resolution/assistance when possible. Return phone calls in a timely manner and keep patient informed of any delay in obtaining relevant information to pass on to them.
- Communicate messages to relevant clinical staff electronically and ensure urgent messages are received and dealt with promptly.
- Type and complete all correspondence (letters and reports) from M-Modal for the Consultants, Registrars, Junior Doctors and Specialist Nurses, ensuring all completed documentation is saved into e-care. Ensure appropriate follow up actions are taken, appointments made (follow ups from clinic and ward referrals), investigations requested, etc.
- Make follow up appointments, liaising with Telephone Appointments Centre when necessary.
- Co-ordinate and monitor Consultant clinics, taking into account the department timetables and Consultant job plans.
- Ensure that appropriate follow up actions are brought to the attention of the clinical team e.g. referrals, investigations and planned case discussions.
- Ensure coding is correct on patient check out and review PTL weekly for long waiters and action as necessary.
- Request Consultants annual leave and cancel/amend clinics as necessary. Notify all appropriate departments of cover arrangements for consultants. Ensure all enquiries and referrals are dealt with appropriately during leave.
- Make arrangements for extra authorised clinics, liaising with appropriate managers to ensure that staff, equipment and rooms are available.
- Manage Advice and Guidance for assigned Consultants and add responses to system
- Take turns to undertake additional shared duties for the department including monitoring and responding to shared emails, minute taking and e-care messages
- Receive queries from other providers i.e. General Practitioners, Community Nurses and other hospitals, patients/carers and assess those that can be responded to directly in accordance with specialty protocol.
- Deal sensitively with distressed patients, relatives and carers, identifying their concerns and attempting informal resolution where possible in line with the Trusts Complaints Policy.
- Support the development and introduction of new technology, systems and protocols and undertake necessary training.
- Support other team members and ensure good communication channels are maintained.
- Assist in the training of new members of staff as and when required.
Job description
Job responsibilities
Key Tasks & Responsibilities:
- Provide a comprehensive secretarial service to Consultants and Team within the Gynaecology & Obstetrics department, including typing of clinical letters, maintaining personal diaries, dealing with enquiries and arranging appointments.
- Receive post and deal with routine correspondence, undertaking follow-up action as directed, copying relevant correspondence to patients as directed.
- Answer the telephone promptly and courteously, dealing sensitively with distressed callers and offering immediate resolution/assistance when possible. Return phone calls in a timely manner and keep patient informed of any delay in obtaining relevant information to pass on to them.
- Communicate messages to relevant clinical staff electronically and ensure urgent messages are received and dealt with promptly.
- Type and complete all correspondence (letters and reports) from M-Modal for the Consultants, Registrars, Junior Doctors and Specialist Nurses, ensuring all completed documentation is saved into e-care. Ensure appropriate follow up actions are taken, appointments made (follow ups from clinic and ward referrals), investigations requested, etc.
- Make follow up appointments, liaising with Telephone Appointments Centre when necessary.
- Co-ordinate and monitor Consultant clinics, taking into account the department timetables and Consultant job plans.
- Ensure that appropriate follow up actions are brought to the attention of the clinical team e.g. referrals, investigations and planned case discussions.
- Ensure coding is correct on patient check out and review PTL weekly for long waiters and action as necessary.
- Request Consultants annual leave and cancel/amend clinics as necessary. Notify all appropriate departments of cover arrangements for consultants. Ensure all enquiries and referrals are dealt with appropriately during leave.
- Make arrangements for extra authorised clinics, liaising with appropriate managers to ensure that staff, equipment and rooms are available.
- Manage Advice and Guidance for assigned Consultants and add responses to system
- Take turns to undertake additional shared duties for the department including monitoring and responding to shared emails, minute taking and e-care messages
- Receive queries from other providers i.e. General Practitioners, Community Nurses and other hospitals, patients/carers and assess those that can be responded to directly in accordance with specialty protocol.
- Deal sensitively with distressed patients, relatives and carers, identifying their concerns and attempting informal resolution where possible in line with the Trusts Complaints Policy.
- Support the development and introduction of new technology, systems and protocols and undertake necessary training.
- Support other team members and ensure good communication channels are maintained.
- Assist in the training of new members of staff as and when required.
Person Specification
Education and qualifications
Essential
- Proven computer literacy
- Good standard of general education (including Maths and English GCSE or equivalent)
Desirable
- RSA II or equivalent typing
- AMSPAR Certificate
Experience and knowledge
Essential
- Previous experience as PA or secretary
Desirable
- Previous NHS or related environment
- Medical terminology
- Customer care experience
Skills and abilities
Essential
- Touch typing
- Accurate keyboard Skills
- Able to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
Desirable
- Audio typing
- Knowledge of the hospital administration system
- Understanding of databases
- Able to take minutes.
Personal qualities
Essential
- Clear and precise communication skills
- Able to work in a pressured environment
- Able to meet deadlines
- Good interpersonal skills
- Good organisational skills
- Ability to work on own initiative or part of a team
- Able to demonstrate an understanding of issues relating to confidentiality
Person Specification
Education and qualifications
Essential
- Proven computer literacy
- Good standard of general education (including Maths and English GCSE or equivalent)
Desirable
- RSA II or equivalent typing
- AMSPAR Certificate
Experience and knowledge
Essential
- Previous experience as PA or secretary
Desirable
- Previous NHS or related environment
- Medical terminology
- Customer care experience
Skills and abilities
Essential
- Touch typing
- Accurate keyboard Skills
- Able to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
Desirable
- Audio typing
- Knowledge of the hospital administration system
- Understanding of databases
- Able to take minutes.
Personal qualities
Essential
- Clear and precise communication skills
- Able to work in a pressured environment
- Able to meet deadlines
- Good interpersonal skills
- Good organisational skills
- Ability to work on own initiative or part of a team
- Able to demonstrate an understanding of issues relating to confidentiality
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
