Job summary
An exciting opportunity has arisen for an experienced, motivated & enthusiastic Consultant PA to join our Medical Secretarial Team.
The position is 37.5hrs hours per week, Monday - Friday, working at our Wigan Site. After a period of training, agile working may be considered.
Candidates should hold an AMSPAR Diploma Qualification & RSA Level III in typewriting &/or medical audio transcription or be able to demonstrate experience in a similar role.
When applying, please refer to the person specification, demonstrating in your application how you meet the criteria, providing examples where possible. Please also indicate all of the specialties that you have experience of typing for.
Main duties of the job
You will be working within a small team, managing office administration for the Consultant(s), junior doctors & Specialist Nurses they support, providing an efficient & effective PA service. You will act as the first point of contact for all forms of communication for the Consultant(s) & their team(s) & will be expected to organise & prioritise their own workload.
This interesting & varied role requires you to work well on your own initiative whilst being committed to teamwork to ensure work is completed to meet Trust targets. Good communication skills & the ability to deal with confidential & sensitive issues in a professional manner are essential.
The post holder will work with other Consultant PAs to ensure office administration for all the relevant consultants is covered. Supporting other Consultant PA teams, when required, & provide mentorship support to the Clinical Secretaries linked to their team.
Experience in using Microsoft office software is essential. Experience of utilising digital dictation, creating spreadsheets and scheduling of clinic/theatre lists is desirable.
About us
Choose Well - Choose WWL
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.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Job description
Job 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 Consultants leave, ensure appropriate action is taken with regard to cancelling/reducing clinics and re-evaluating/rescheduling appointments in Consultants 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 PAs/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 Trusts 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 PAs, 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 Trusts 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 PAs, 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 resolving problems 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
Job description
Job 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 Consultants leave, ensure appropriate action is taken with regard to cancelling/reducing clinics and re-evaluating/rescheduling appointments in Consultants 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 PAs/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 Trusts 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 PAs, 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 Trusts 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 PAs, 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 resolving problems 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
- AMSPAR Diploma or equivalent experience of providing a PA/secretarial service
- RSA III typing or equivalent qualification/expereince
Desirable
- Shorthand Qualification
- ECDL
- AMSPAR Certificate in medical terminology, or equivalent / proven relevant experience
Experience
Essential
- Diary Management
- Drafting Correspondence
- Answering telephone enquiries
- Audio typing
- Minute taking
- Microsoft Word, Excel and Outlook on a regular basis
- Experience of monitoring quality of transcriptions
Desirable
- Experience of utilising digital dictation systems
- Experience of managing stationery and stock levels
- Experience of handling medico-legal reports and insurance claims
- Experience of scheduling and rescheduling clinic lists on behalf of a consultant
- Experience of training/mentoring new staff within own work area.
Skills
Essential
- Demonstrate working as a team member
- Demonstrate prioritising workload effectively
- Ability to communicate in a clear and concise manner
- Able to work within tight time frames and to deadlines
- Able to use tact and empathy when handling patient calls
Desirable
- Ability to type more than 40 - 50 words per minute with an accuracy rate of at least 90 -95%
Knowledge
Essential
- Medical terminology in at least one specialty
- Understanding of 18 weeks, CAB and how role fits with these initiatives
- Information Governance and Data Protection
Desirable
- Knowledge of medical terminology within more than one specialty
- Knowledge of patient administration systems including Electronic Patient Record
Additional Information
Essential
- Able to work on other trust sites as required
- Demonstrates a willingness to change as the role evolves
- 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
- Motivated and pro-active
Person Specification
Qualifications
Essential
- AMSPAR Diploma or equivalent experience of providing a PA/secretarial service
- RSA III typing or equivalent qualification/expereince
Desirable
- Shorthand Qualification
- ECDL
- AMSPAR Certificate in medical terminology, or equivalent / proven relevant experience
Experience
Essential
- Diary Management
- Drafting Correspondence
- Answering telephone enquiries
- Audio typing
- Minute taking
- Microsoft Word, Excel and Outlook on a regular basis
- Experience of monitoring quality of transcriptions
Desirable
- Experience of utilising digital dictation systems
- Experience of managing stationery and stock levels
- Experience of handling medico-legal reports and insurance claims
- Experience of scheduling and rescheduling clinic lists on behalf of a consultant
- Experience of training/mentoring new staff within own work area.
Skills
Essential
- Demonstrate working as a team member
- Demonstrate prioritising workload effectively
- Ability to communicate in a clear and concise manner
- Able to work within tight time frames and to deadlines
- Able to use tact and empathy when handling patient calls
Desirable
- Ability to type more than 40 - 50 words per minute with an accuracy rate of at least 90 -95%
Knowledge
Essential
- Medical terminology in at least one specialty
- Understanding of 18 weeks, CAB and how role fits with these initiatives
- Information Governance and Data Protection
Desirable
- Knowledge of medical terminology within more than one specialty
- Knowledge of patient administration systems including Electronic Patient Record
Additional Information
Essential
- Able to work on other trust sites as required
- Demonstrates a willingness to change as the role evolves
- 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
- Motivated and pro-active
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).
Employer details
Employer name
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Royal Albert Edward Infirmary
Wigan Lane
Wigan
WN1 2NN
Employer's website
http://www.wwl.nhs.uk/ (Opens in a new tab)
