Job summary
Salary: £27,648 - £31,444 pa (Mulberry Pay Scale, Grade
Damson)
Hours: Full-time (37.5hrs/week)
Location: Hospice-based
Responsible to: Executive Office Manager
Length of Tenure: Permanent
We are looking for a dynamic and experienced Medical
Administrative Assistant to join our team at Royal Trinity Hospice.
Royal Trinity Hospice is the oldest hospice in the country
and has embarked on a new five-year strategy to transform our model of care to
support even more people and their loved ones. This is an exciting time to be
joining the organisation and this role is at the centre of the new
developments.
This onsite role will be to support the Executive Office
Manager and the day-to-day running of the Executive Office by providing skilled
and effective administrative services - to enable the Board of Trustees,
Executive Team and the Medical Team to fulfil their functions to a high
standard.
Main duties of the job
- To support the Executive Office Manager by providing skilled
and effective administrative and organisational services, which will enable the
Executive Office and the Medical Team to fulfil their functions to a
high-quality standard.
- To have an onsite presence supporting the day-to-day
operations of the Executive Office
- To support meetings, including arranging dates, room
bookings, preparation of agendas, note/minute taking and any other related
tasks.
- To adopt the standard operating procedures, protocols, and
systems of work as well as planning activities, events, trainings and
contributing to service development.
- To be able to multi-task and make judgements, to be proactive and have initiative, to demonstrate self-development and, as appropriate, train and supervise the work of others
About us
This is a fantastic opportunity to join a friendly team in a nationally recognised hospice who care passionately about the work that we do and the wellbeing of our staff. We commit to offering you stretch and development in the role, alongside a huge range of other benefits.
- We match Agenda for Change/NHS terms and conditions for
maternity, paternity and long-term sickness pay
- Length of service for those joining directly from another
CQC regulated organisation (NHS, social care, hospice) is recognised in annual
leave, maternity, paternity and long-term sickness pay
- A pension scheme is offered with employer contributions of
up to 7.5%or a continuation of your existing NHS pension
- A generous 27 days annual leave increasing to 29 after 5
years and 33 days after 10 years, plus bank holidays (any bank holidays worked
will be given back in lieu)
- Cycle to work scheme and interest-free season ticket loans
available
- Free eyesight test for DSE users and a contribution towards
the cost of glasses
- 25% store discount in Trinity shops
- Life assurance cover
- Lots of opportunities to attend exciting and high-profile
events e.g. a staff lottery to attend our regular biannual Gala dinner;
participating in Royal visits, and the annual summer garden party
- Regular ballots for donated free tickets and prizes
- Access to courses of free counselling on the phone or face
to face
Job description
Job responsibilities
Overall Purpose of the role
- To support
the Executive Office Manager by
providing skilled and effective administrative and
organisational services, which will enable the Executive Office and the Medical
Team to fulfil their functions to a high-quality standard.
- To have an
onsite presence supporting the day-to-day operations of the Executive Office
- To
support meetings, including arranging dates, room bookings, preparation of
agendas, note/minute taking and any other related tasks.
- To
adopt the standard operating procedures, protocols, and systems of work as well
as planning activities, events, trainings and contributing to service
development.
- To
be able to multi-task and make judgements, to be proactive and have initiative,
to demonstrate self-development and, as appropriate, train and supervise the
work of others.
Communication and Relationships
- To provide administrative support
services to Executive Office Manager
and the medical team
- In the absence of the Executive Office
Manager, manage the CEO and Medical Directors diary, including the booking of internal and external meetings and teaching
commitments, arranging rooms, refreshments, and all travel requirements.
- Meet and greet visitors of all levels of
seniority and deal courteously and efficiently with telephone enquiries (which
may include patients and families)
- Open, sort, distribute and prioritise
incoming mail, process incoming correspondence, scanning into the electronic
patient record system as necessary
- Support with requests from solicitors,
family members or others for access to patient records, as per RTH guidelines
and the access to records policy
- Be the first point of contact for new
hospice, rotation, on-call, and locum doctors.
- Liaise with St Georges university and
other medical schools in organising medical student teaching sessions, ensuring
that all the relevant paperwork, presentations, refreshments, and room
requirements are in place and providing feedback
- Support the medical team regarding
visits and elective placements, as well as teaching and education sessions,
such as Journal Club and Ethics Forum.
- Organise Schwartz Rounds run by
the hospice, including the production and distribution of posters advertising
the event, liaising with kitchen for the preparation of lunch and with
housekeeping for preparation and cleaning of the room.
Planning and Organisational skills
- Organise internal events as
needed, liaising with the catering team (including special dietary
requirements), IT, housekeeping, and any other relevant department.
- Coordinate agendas, papers,
minutes, room booking, refreshment coordination, and any other requirements,
for committee and other internal meetings (NB: some meetings are out of hours).
- Provide ad hoc admin support to
the Exec team and medical consultants.
- Maintain contact details for the
medical team, including the regular updating of the doctor contact list for on
call purposes.
- Support the production and revision of the yearly master on-call
rota for the doctors.
- Coordinate medical students and
elective placements, maintaining the spreadsheet of visits.
- Coordinate face-to-face Patient
Perspective Sessions
Physical Skills
- Able to communicate both via
telephone and email in a clear, friendly, and confident way, respecting and
empathising with the receiver.
- Possess good attention to detail
Responsibility for patient/client care- Request and scan into the
electronic patient record clinical information (letters, scans etc.) for
inpatients and community patients, following the data protection guidelines and
RTH policies.
- Deal courteously and efficiently
with telephone enquiries from patients and families, taking and passing on
messages, booking or rescheduling appointments and meetings.
- Provide administrative support to
the complaints and whistleblowing procedures.
Please refer to the attached Job Description and Person Specification for further details
Job description
Job responsibilities
Overall Purpose of the role
- To support
the Executive Office Manager by
providing skilled and effective administrative and
organisational services, which will enable the Executive Office and the Medical
Team to fulfil their functions to a high-quality standard.
- To have an
onsite presence supporting the day-to-day operations of the Executive Office
- To
support meetings, including arranging dates, room bookings, preparation of
agendas, note/minute taking and any other related tasks.
- To
adopt the standard operating procedures, protocols, and systems of work as well
as planning activities, events, trainings and contributing to service
development.
- To
be able to multi-task and make judgements, to be proactive and have initiative,
to demonstrate self-development and, as appropriate, train and supervise the
work of others.
Communication and Relationships
- To provide administrative support
services to Executive Office Manager
and the medical team
- In the absence of the Executive Office
Manager, manage the CEO and Medical Directors diary, including the booking of internal and external meetings and teaching
commitments, arranging rooms, refreshments, and all travel requirements.
- Meet and greet visitors of all levels of
seniority and deal courteously and efficiently with telephone enquiries (which
may include patients and families)
- Open, sort, distribute and prioritise
incoming mail, process incoming correspondence, scanning into the electronic
patient record system as necessary
- Support with requests from solicitors,
family members or others for access to patient records, as per RTH guidelines
and the access to records policy
- Be the first point of contact for new
hospice, rotation, on-call, and locum doctors.
- Liaise with St Georges university and
other medical schools in organising medical student teaching sessions, ensuring
that all the relevant paperwork, presentations, refreshments, and room
requirements are in place and providing feedback
- Support the medical team regarding
visits and elective placements, as well as teaching and education sessions,
such as Journal Club and Ethics Forum.
- Organise Schwartz Rounds run by
the hospice, including the production and distribution of posters advertising
the event, liaising with kitchen for the preparation of lunch and with
housekeeping for preparation and cleaning of the room.
Planning and Organisational skills
- Organise internal events as
needed, liaising with the catering team (including special dietary
requirements), IT, housekeeping, and any other relevant department.
- Coordinate agendas, papers,
minutes, room booking, refreshment coordination, and any other requirements,
for committee and other internal meetings (NB: some meetings are out of hours).
- Provide ad hoc admin support to
the Exec team and medical consultants.
- Maintain contact details for the
medical team, including the regular updating of the doctor contact list for on
call purposes.
- Support the production and revision of the yearly master on-call
rota for the doctors.
- Coordinate medical students and
elective placements, maintaining the spreadsheet of visits.
- Coordinate face-to-face Patient
Perspective Sessions
Physical Skills
- Able to communicate both via
telephone and email in a clear, friendly, and confident way, respecting and
empathising with the receiver.
- Possess good attention to detail
Responsibility for patient/client care- Request and scan into the
electronic patient record clinical information (letters, scans etc.) for
inpatients and community patients, following the data protection guidelines and
RTH policies.
- Deal courteously and efficiently
with telephone enquiries from patients and families, taking and passing on
messages, booking or rescheduling appointments and meetings.
- Provide administrative support to
the complaints and whistleblowing procedures.
Please refer to the attached Job Description and Person Specification for further details
Person Specification
Experience
Essential
- Experience providing administrative support services at an executive level
- Experience working in a healthcare environment preferably with knowledge of healthcare terminology
- Experience of handling a wide range of enquiries and an excellent telephone manner
- Extensive knowledge of MS Windows packages (including Word, Excel, and PowerPoint)
- Knowledge and experience of developing and maintaining accurate records and filing systems
Person Specification
Experience
Essential
- Experience providing administrative support services at an executive level
- Experience working in a healthcare environment preferably with knowledge of healthcare terminology
- Experience of handling a wide range of enquiries and an excellent telephone manner
- Extensive knowledge of MS Windows packages (including Word, Excel, and PowerPoint)
- Knowledge and experience of developing and maintaining accurate records and filing systems
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.
