Job summary
The Team Lead role provides an invaluable patient focused service, working within the Private Care unit of the hospital for consultant surgeons and physicians. The main responsibilities will be processing and typing referrals to other organisations, dealing with patient queries and providing a high quality secretarial, administration service at a leading Cancer Centre which prides itself on clinical excellence.
It will also include supervising the work of a team of Medical PAs/Secretaries. This will include the undertaking of performance appraisals and objective setting for staff, managing local recruitment processes and managing staff in relation to Trust policy and procedure, with the support of the Business Administration Manager.The successful candidate will be enthusiastic and experienced, who enjoys patient contact and working in a multi-disciplinary environment to support the delivery of a quality service. You must be able to demonstrate good communication skills, flexibility, reliability and have an organised approach to work.
Main duties of the job
Patient access to healthcare professionals and subsequent treatment planning in the specialist hospitalsetting relies upon good quality organisational and administrative support. The medical secretary is oftenthe first point of contact for users of the Trust's services, and is central to the co-ordination and effectivefunctioning of the Clinical Unit Team.
The post holder will be responsible for the provision of an efficient secretarial service to a Consultantteam within the Clinical Unit. They will liaise with all colleagues within the multidisciplinary team, andwith internal departments and external agencies to ensure the continuity of patient treatment.
About us
The Royal Marsden NHS Foundation Trust is a world-leading cancer centre. Our role is to offer our patients the best cancer care available anywhere in the world, and to continue to make a global contribution to finding better ways of diagnosing and treating cancer. We employ over 4,500 staff in a diverse range of careers including nursing, medical, science, radiography, pharmacy, occupational therapy, finance and administrative services. We have two hospitals - one in Chelsea, London, and one in Sutton, Surrey - as well as a Medical Daycare Unit in Kingston Hospital.
At The Royal Marsden, we deal with cancer every day, so we understand how valuable life is. When people entrust their lives to us, they have the right to demand the very best. That's why the pursuit of excellence lies at the heart of everything we do.
At the heart of the hospital is our dedicated team. We offer a stimulating and dynamic working environment, a wide range of staff benefits, learning and development opportunities and clear career pathways. There are opportunities to work flexibly across a range of areas and specialities and we welcome flexible working requests from point of hire to support employees work life balance. We are looking for employees who aspire to excellence, share our values and can play a crucial role in our on-going achievements.
Job description
Job responsibilities
For further information please refer to the Job Description and Person Specification.
- To assist with arrangements for patient admissions, liaising as necessary with the medical team, diagnostic departments, admissions office, transport desk etc.
- To liaise as necessary with the Senior Sister and clerical supervisors within Outpatients to ensureeffective clinic management (for example, cancelling, reducing and overbooking of clinic lists).
- To manage local team meetings and attend secretarial lead team meetings, escalating serious problems to the attention of the Assistant Service Manager.
- Jointly arrange and provide cross cover with the other team leads, supported by the Business Administration Manager.
- To support other departments during times of extreme staff shortage or increased workload toensure that the Trust provides a continued service to its patients.
- Support the administration of SHO, SpR and Consultant rotas and on-call arrangements as required.
- To supervise the work of Medical PAs/Secretaries, depending upon team arrangements. This willinclude the undertaking of performance appraisals and objective setting for staff, managing localrecruitment processes and managing staff in relation to Trust policy and procedure, with thesupport of the Business Administration Manager.
Job description
Job responsibilities
For further information please refer to the Job Description and Person Specification.
- To assist with arrangements for patient admissions, liaising as necessary with the medical team, diagnostic departments, admissions office, transport desk etc.
- To liaise as necessary with the Senior Sister and clerical supervisors within Outpatients to ensureeffective clinic management (for example, cancelling, reducing and overbooking of clinic lists).
- To manage local team meetings and attend secretarial lead team meetings, escalating serious problems to the attention of the Assistant Service Manager.
- Jointly arrange and provide cross cover with the other team leads, supported by the Business Administration Manager.
- To support other departments during times of extreme staff shortage or increased workload toensure that the Trust provides a continued service to its patients.
- Support the administration of SHO, SpR and Consultant rotas and on-call arrangements as required.
- To supervise the work of Medical PAs/Secretaries, depending upon team arrangements. This willinclude the undertaking of performance appraisals and objective setting for staff, managing localrecruitment processes and managing staff in relation to Trust policy and procedure, with thesupport of the Business Administration Manager.
Person Specification
Education/Qualifications
Essential
- Educated to degree level or equivalent
Desirable
- Association of Medical Secretaries and Practice Managers Receptionists (AMSPAR) qualification or equivalent
- Customer care course/experience
Experience
Essential
- Previous experience working as a highly effective PA
Desirable
- Experience of working in a hospital of healthcare environment
Skills/Abilities/Knowledge
Essential
- Full range of IT skills, including spreadsheet analysis
- Ability to work pro-actively and cooperatively with senior management and clinical and admin staff
- Audio typing skills (60 wpm min)
- Minute-taking skills
Personal Skills
Essential
- Ability to work effectively within a team and to manage and motivate others
Experience
Essential
- Excellent interpersonal skills with particular ability to liaise and communicate effectively with multi-disciplinary team members
- Experience of effectively managing challenging/conflict situations
- Ability to handle sensitive information without compromising confidentiality or trust
- Experience of training and developing junior staff
Desirable
- Previous experience of effectively leading, managing and developing staff
- Evidence of good leadership qualities including ability to motivate others
Skills/Abilities/Knowledge
Essential
- Excellent communication skills across the organisation and with a wide range of staff with differing levels of responsibility and different professional backgrounds
- Ability to make decisions, organise and priories a varied workload, to use own initiative and work unsupervised
Desirable
- Ability to use Royal Marsden HIS/EPR system
- Report writing skills
Personal Skills
Essential
- Commitment to self-development
- Commitment to promoting equality and diversity in the workplace and in service delivery and development
Person Specification
Education/Qualifications
Essential
- Educated to degree level or equivalent
Desirable
- Association of Medical Secretaries and Practice Managers Receptionists (AMSPAR) qualification or equivalent
- Customer care course/experience
Experience
Essential
- Previous experience working as a highly effective PA
Desirable
- Experience of working in a hospital of healthcare environment
Skills/Abilities/Knowledge
Essential
- Full range of IT skills, including spreadsheet analysis
- Ability to work pro-actively and cooperatively with senior management and clinical and admin staff
- Audio typing skills (60 wpm min)
- Minute-taking skills
Personal Skills
Essential
- Ability to work effectively within a team and to manage and motivate others
Experience
Essential
- Excellent interpersonal skills with particular ability to liaise and communicate effectively with multi-disciplinary team members
- Experience of effectively managing challenging/conflict situations
- Ability to handle sensitive information without compromising confidentiality or trust
- Experience of training and developing junior staff
Desirable
- Previous experience of effectively leading, managing and developing staff
- Evidence of good leadership qualities including ability to motivate others
Skills/Abilities/Knowledge
Essential
- Excellent communication skills across the organisation and with a wide range of staff with differing levels of responsibility and different professional backgrounds
- Ability to make decisions, organise and priories a varied workload, to use own initiative and work unsupervised
Desirable
- Ability to use Royal Marsden HIS/EPR system
- Report writing skills
Personal Skills
Essential
- Commitment to self-development
- Commitment to promoting equality and diversity in the workplace and in service delivery and development
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.
