Personal Assistant - Ophthalmology

Job description

Job responsibilities

SERVICE DELIVERY

1. Provide a comprehensive secretarial service, organising and making arrangements, typing and distribution of documents and reports, recording information and filing, ensuring that all information and documentation is produced to expected standards of performance, and according to agreed timescales,

1. Proactively manage diary commitments by liaising with others, internally and externally, ensuring that all the required preparation is accurate and available, and that all Consultants/others are briefed on any difficulties, problems or issues,

1. Build and maintain constructive relationships with others, within and across Divisions and externally in order to improve the effectiveness and efficiency of services to patients,

1. Exercise own judgement, based on acquired knowledge and experience, as to when to deal with queries personally and when to contact the Consultants or clinical professional, and with what degree of urgency, according to agreed guidelines,

1. Be fully conversant with all required electronic systems for correspondence, including specialist computer systems associated with the management of patients and/or health information, and being able to obtain information using the Internet,

1. Represent the Division at meetings, both as a participant, and/or to produce minutes, document notes and action plans, distributing information as required,

1. Prioritise work, and take appropriate steps to manage incoming and outgoing requests for action and/or information, including follow up, according to agreed timescales,

1. Prioritise and take appropriate action concerning clinical investigations and other appropriate matters within guidelines agreed by the Consultants or clinical professionals,

1. Provide information to patients/relatives and carers where appropriate, including agreed information on waiting lists, tests and referrals, according to agreed guidelines, where appropriate,

1. Participate in the co-ordination, organisation and production of duty rotas, including on-call duty rotas, where appropriate,

1. Prepare and produce documentation, handbooks, and any relevant information packs, by liasing with others to ensure accuracy, consistency and completeness of information.

1. Support the Consultants/clinical professionals in audit activity as necessary including managing databases, obtaining information and preparing questionnaires and in the presentation of the results,

Support the Consultants/clinical professionals in any other role they undertake within the Trust, Deanery, Royal Colleges or voluntary organisations

GOVERNANCE

1. Develop and maintain systems and processes to establish and maintain effective communication, and confidentiality of information,

1. Support the development and maintenance of systems and processes to continually monitor standards, e.g. benchmarking, audit, and implement action plans to improve quality of services,

1. Support the Workload Coordinator/Departmental Manager to ensure that lessons are learnt from issues arising from risk reports/complaints etc, and that they are promptly and positively addressed,

1. Contribute to the development and implementation of policies, procedures and guidelines related to services, and contribute the development of other policies.

1. Ensure compliance with Trust policies, procedures and guidelines for self and others, by taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care.

MANAGERIAL/LEADERSHIP

1. Act as a role model by demonstrating leadership and expertise, and by maintaining credibility within the Division, the wider health care community and external agencies, ensuring a positive image of the Trust is maintained,

1. Support the Workload Coordinator/Departmental Manager by participating in recruitment, and ensuring that staff induction and orientation, and mandatory training take place according to Trust policy,

1. Supervise junior administrative staff ensuring that work is appropriately prioritised and managed, providing support, advice and guidance to help others learn and develop in their role,

1. Support the Division in the effective use of resources, e.g. staff, budget, premises, equipment, supplies and materials, maintaining adequate stationery supplies and other resources for secretarial staff and others, ensuring that costs and waste are kept to a minimum,

1. Develop and maintain systems and processes to promote monitor and maintain a healthy, safe and secure working environment, ensuring compliance with legal and regulatory requirements, maintaining accurate documentation and reporting any concerns.

EDUCATION/LEARNING

1. Take responsibility for own learning and development by recognising and taking advantage of all opportunities to learn, including full participation in KSF/appraisal, supervision, action learning and by maintaining a professional/personal portfolio of learning,

1. Provide expert advice and work based training from a sound knowledge base, to junior administrative staff, evaluating the impact of learning on improving services,

1. In conjunction with the Workload Coordinator/Departmental Manager, develop and maintain systems and processes to ensure that learning needs are identified and met, and that all learning is planned, implemented, evaluated and shared in order to change and improve services according to changing health care needs.

This job description is an outline of the role and function. It is not intended to describe all specific tasks.

All staff at MCHFT have a responsibility to:

• Maintain active registration status
• Always act in accordance with professional Codes of Conduct and guiding documents
• Where applicable, always act in accordance with the Code of Conduct for NHS Managers,
• Maintain up to date skills and knowledge
• Maintain an awareness of patient led service issues
• Maintain a professional/personal portfolio
• Adhere to all Trust policy, procedures and guidelines.
• Adhere to Trust standards of behaviour and expected performance
• Comply with Infection Prevention and Control (IP&C) policies and procedures as appropriate to their role and responsibilities in their individual work setting. Staff are required to be personally accountable for their actions and be responsible for their own compliance in relation to IP&C polices, protocols or advice.
• Ensure they work in accordance with local procedures and report any issues which they consider to be a risk to the health and safety of themselves and/or others.
• Act in accordance with the Trusts values and behaviours
• Where applicable to participate in and provide data on the efficacy of treatment and specialties

Mid Cheshire Hospitals NHS Foundation Trust is looking to ensure that we provide equity of services across seven days of the week with a vision to achieve this goal by 2017. This post may be reviewed in line with this plan and in some cases an element of weekend working may be required

Person Specification

Experience

Essential

• Previous Secreterial Experience
• Typing Qualification/Equivalent
• Minimum 2 years Office Experience
• Medical Secreterial Background - Advantage

Experience

Essential

• Medical secretariel experience

Experience

Essential

• Minimum 2 years Office 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.

Certificate of Sponsorship

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

Mid Cheshire Hospitals NHS Foundation Trust

Address

Leighton Hospital

Middlewich Road

Crewe

CW1 4QJ

Employer's website

https://www.mcht.nhs.uk/ (Opens in a new tab)