Job summary
Are you looking for a varied fast paced role within our small Medical PA Team based at Hove Polyclinic - post is 36 hours per week
The role will be to provide administrative support to the Consultant Psychiatrists and associated medical team. To undertake responsibility for the day to day management of the administrative, clerical and secretarial functions associated with the provision of a Consultant led service. This includes working and acting on own initiative and dealing with potentially complex situations. To consistently deliver a client focussed service, which promotes good customer service and effective working relationships.
Main duties of the job
The Medical PA will provide a high standard of secretarial and administrative function to the Consultant and associated medical team. They will have daily liaison with a wide range of staff at all levels and regular contact with people who use services and their carers, who may at times be distressed or angry. The Medical PA is responsible for ensuring the effectiveness of the office environment for the consultant and the medical team.
The main functions of the role are:
Clinic typing
Booking appointments
Managing all the medic diaries within your cluster team
Maintaining a spreadsheet for referrals, follow up appointments and annual reviews.
Use a patient system (Care Notes) - training will be provided
Responding to emails from practitioners and outside agencies
About us
The Assessment and Treatment Service provides a Monday to Friday, 9am-5pm service for people experiencing mental health difficulties in the community in partnership with a wide range of health services.
Sussex Partnership provides mental health and learning disability care for all age groups across Sussex and for children and young people in Hampshire.
We encourage flexible working. We know that a positive work/ life balance brings about huge health-related benefits, which has a positive impact on the care we provide. Please speak to us about flexible working, for example, part time hours, flexible start/ finish times or anything else. If it works for you and works for the role, we'll do our best to make it happen.
We'd love you to join our Trust, rated 'good' overall and 'outstanding' for caring by the CQC. Our staff agree, in our recent staff survey 82% told us that they recognise that care for patients is our top priority.
Job description
Job responsibilities
Office Administration
- Provide a point of contact for telephone enquiries from a broad spectrum of people, including service users and their carers, staff at all levels both from within and outside of the Trust and external agencies, providing a highly professional, confidential messaging service, taking follow up action as appropriate. This includes taking complex and sensitive telephone calls, listening and guiding callers through a satisfactory response and knowing when to seek appropriate medical advice. This often involves contact with service users, their carers and advocates and relatives.
- To provide excellent administrative and secretarial support, using appropriate software packages (this may include audio typing / speed writing / shorthand), working to strict timescales and to a very high standard of accuracy, using Trust templates, in line with Trust guidelines. Documents include meeting minutes and agendas, clinical reports and clinical correspondence.
- To provide a personal assistant service to the Consultant to include the screening and distribution of all mail , drawing attention to urgent issues, drafting and sending, without reference, response to routine correspondence using own initiative as appropriate.
- To maintain electronic service user records on the appropriate Trust software packages in order that all information is up to date.
- To organise transport, interpreters and other service for service users, as and when necessary.
- To undertake ad-hoc pieces of work or research for the Consultant and medical team, which may include the construction and management of complex spreadsheets and data collection in accordance with the needs of the service, utilising a range of software packages and reports available within the Trust.
- To be proactive in organising and prioritising workload, managing own time effectively, highlighting problems as they arise (when the Consultant and medical team are available) and proposing possible solutions within available resources.
- To participate in the Trust supervision and appraisal policy / system.
- Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.
- To achieve and demonstrate agreed standards of personal and professional development with agreed timescales.
- To provide administrative duties to support the wider team and service function
- To act as a resource on ICT matters, as appropriate
- To contribute positively and proactively to the effectiveness and efficiency of the team.
- To contribute to the health and safe working environment by adhering to health and safety regulations and Trust policies
Job description
Job responsibilities
Office Administration
- Provide a point of contact for telephone enquiries from a broad spectrum of people, including service users and their carers, staff at all levels both from within and outside of the Trust and external agencies, providing a highly professional, confidential messaging service, taking follow up action as appropriate. This includes taking complex and sensitive telephone calls, listening and guiding callers through a satisfactory response and knowing when to seek appropriate medical advice. This often involves contact with service users, their carers and advocates and relatives.
- To provide excellent administrative and secretarial support, using appropriate software packages (this may include audio typing / speed writing / shorthand), working to strict timescales and to a very high standard of accuracy, using Trust templates, in line with Trust guidelines. Documents include meeting minutes and agendas, clinical reports and clinical correspondence.
- To provide a personal assistant service to the Consultant to include the screening and distribution of all mail , drawing attention to urgent issues, drafting and sending, without reference, response to routine correspondence using own initiative as appropriate.
- To maintain electronic service user records on the appropriate Trust software packages in order that all information is up to date.
- To organise transport, interpreters and other service for service users, as and when necessary.
- To undertake ad-hoc pieces of work or research for the Consultant and medical team, which may include the construction and management of complex spreadsheets and data collection in accordance with the needs of the service, utilising a range of software packages and reports available within the Trust.
- To be proactive in organising and prioritising workload, managing own time effectively, highlighting problems as they arise (when the Consultant and medical team are available) and proposing possible solutions within available resources.
- To participate in the Trust supervision and appraisal policy / system.
- Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.
- To achieve and demonstrate agreed standards of personal and professional development with agreed timescales.
- To provide administrative duties to support the wider team and service function
- To act as a resource on ICT matters, as appropriate
- To contribute positively and proactively to the effectiveness and efficiency of the team.
- To contribute to the health and safe working environment by adhering to health and safety regulations and Trust policies
Person Specification
Qualifications
Essential
- Relevant NVQ3 qualification / RSA 3 or equivalent
Experience
Essential
- Extensive knowledge of a full range of secretarial procedures
- Knowledge of software programmes / packages
- Understanding of medical terminology
- Previous experience in a similar role
Person Specification
Qualifications
Essential
- Relevant NVQ3 qualification / RSA 3 or equivalent
Experience
Essential
- Extensive knowledge of a full range of secretarial procedures
- Knowledge of software programmes / packages
- Understanding of medical terminology
- Previous experience in a similar role
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
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).
