PA to the Medical Director

Job description

Job responsibilities

JOB TITLE:PA to the Medical Director/Medical Secretary.

GRADE: Grade 4

HOURS OF DUTY: 37.5 pw

REPORTS TO:Medical Director

KEY RELATIONSHIPS:Members of the Medical Directorate (Medical Director, Consultants in Palliative Medicine, the hospice medical team, the Controlled Drugs Accountable Officer, the hospice pharmacist and ultrasonographer).

The Medical Director/Medical Consultants/Specialty Doctors/Pharmacist in their extended roles.

The Executive Team (CEO, Directors and their PAs).

Chair of Board of Trustees/Trustees.

Senior Leadership Team and their administrative supports.

Members of staff at all levels within the hospice.

External partners in care.

Volunteers.

Members of the public.

RESPONSIBLE FOR:No line management responsibility other than if there are volunteers supporting the PA role.

JOB SUMMARY:

Provide a full and comprehensive PA/secretarial and administrative function to the Medical Director and Medical Consultants and a high standard of secretarial and administrative support to the Medical Directorate.

Be the first point of contact for the Medical Director and Medical Consultants, filtering and dealing with a range of enquiries in a professional, sensitive and timely manner, ensuring that the overall objectives of the role are met.

Support all hospice medical visitors (including doctors, doctors in training, medical students), non-medical prescribers and similar, with visit, goal setting and mentoring planning, induction and capture of visit feedback.

Set up, support, minute and otherwise administrate for medically chaired meetings. Most meetings will be within hours, in-house but cover for meetings outside normal office hours (i.e. before 9am or after 5pm) or off-site may be required occasionally.

Support the construction of medically led presentations and posters.

Develop reports as required for the Medical Director/Consultants/Directorate.

Provide medical secretarial support for clinical letters.

Ensure the smooth running of medical outpatients.

Manage health record information requests.

Support the management of policies, procedures and guidelines for the Medical Directorate.

Administer the Net Consent system for clinical policies, procedures and guidelines.

Provide administrative support to construct quarterly reports on drug incidents for the hospice through their reporting system, Sentinel, working closely with pharmacist and Controlled Drugs Accountable Officer.

Provide administrative support to the Medicines Management Group and other key hospice medically led meetings.

Liaise effectively with staff, managers and outside agencies in order to maintain sound communication on behalf of the Medical Director, Medical Consultants, Medical Directorate and PA colleagues as needed, and within acceptable timescales.

MAIN DUTIES AND RESPONSIBILITIES

Undertake administrative/organisational duties for the Medical Director/Consultants, thereby maximising their time for their duties. On a day-to-day basis this will include diary support, email support, filing, bring forward alerts, management of absence, also support with audit preparation, and preparation of educational and presentation material.

Ensure smooth running of the Medical Directorate, particularly concerning staff change times (inductions, exits), rota management (including the Consultant OOH rota), annual leave, sickness/absence and the Doctors Office.

Ensure the development and administration of supportive and comprehensive induction programmes for new and rotating doctors and the smooth administration of medical training initiatives such as Journal Club and regional complex case meetings. To make-up introduction packs for new medical starters to the team; and also for medical visitors. As a part of the team, welcoming new medical starters and medical visitors.

Plan, support and administrate visit programmes/collation of feedback for all medical visitors, to include students from a number of universities and qualified clinical staff from primary and secondary care.

Support all meetings led by the Medical Director/Medical Directorate ('support' to include room prep, agenda prep/ circulation and the minuting of /minutes circulation). On occasion you will be required to support wider meetings which require PA support. This will be a shared, supportive, rotating responsibility between PAs. Rarely you will be expected to support meetings out of hours/off site with good notice.

Organise external meetings as appropriate.

Support the Medical Director/the Consultants and medical team in the preparation of a range or presentation materials, the development of/analysis of service improvement projects and audits and the preparation of presentations of such projects.

Be responsible for the maintenance and updating of evidence folders, mandatory records and all matters pertaining to the Medical Director and Medical Directorate, and preparation for Charity Commission, Care Quality Commission and any other quality mark inspections.

Prepare specific required quarterly and annual reports for the Medical Director and Medical Directorate.

Provide medical secretarial support to ensure timely production and sending of quality clinical letters (drafted or dictated) following medical review.

Provide set up support to ensure smooth running of Medical Outpatients.

Represent the medical team in Team Voice (a staff led group aiming to provide positive ideas and support to fundraising initiatives and inclusiveness/wellbeing activities).

Support the Medical Director and Caldicott Guardian in response to requests for access to Health Records and other information requests.

Support the preparation of and management of NetConsent electronic policies for the Medical Directorate.

Support the administration of NetConsent electronic policies for all clinically related policies, protocols and guidelines.

Support the preparation of medical information, such as photocopying notes, preparing notes for outpatient or domiciliary visits, printing papers to support the medical team at meetings; and other non-patient facing duties.

Ability to manage methodical tasks such as arranging notes in order, filing.

General knowledge and understanding of computers and packages such as Microsoft 365, Outlook and Word.

Able to learn new systems such as Net Consent, Sentinel, plus ESR, SelectHR and other spreadsheet sickness/absence recording systems for medical absence.

Able to support a frequently changing medical team with IT systems induction, troubleshooting and shortcuts for the most efficient use of systems.

Excellent communication skills.

Full appreciation of confidentiality requirements.

Ability to work closely and collaboratively with other Directors PAs to ensure adequate support of the Executive Team and to provide essential cover in the absence of other Directors PAs.

The demands of the above require an ability to plan and prioritise own varied and demanding workloads and impose appropriate deadlines, applying effective time management skills to ensure these are met, always adopting an excellent public relations approach.

The post holder is a key and integral part of the Medical Team, and as such a contributor to the monthly team meetings. Additional regular planned meetings with Medical Director and Consultants will support all towards fulfilling the responsibilities of the post.

Person Specification

Other Requirements

Essential

• Ability to maintain and understand the importance of confidentiality at all times.
• Willingness to take on new responsibilities and respond positively to change.
• Willingness to work flexibly to accommodate meetings.
• Ability to travel efficiently and effectively across various locations within the hospice catchment area

Skills/Abilities/Knowledge

Essential

• Excellent PA/Secretarial skills.
• Excellent communications skills, both written and verbal.
• Excellent organisational management and time management skills.
• Excellent minute taking/copy typing/typing from audio tapes, document creation/presentation planning.
• Ability to work under pressure and prioritise constantly changing, high volume workloads.
• Ability to work alone and as part of a team.
• Ability to compose correspondence and design forms, leaflets, posters and training materials.
• Excellent attention to detail with ability to produce work with high standards of accuracy.
• Good working knowledge of all Microsoft Office applications including 365, Word, Excel, Powerpoint and Publisher.
• Strong interpersonal skills and ability to communicate at all levels.
• Ability to make decisions, to work on own initiative and accept responsibility.
• Ability to demonstrate enthusiasm and commitment to the work of the Hospice.

Qualifications

Essential

• Diploma level qualification in Business Administration or equivalent level of experience.
• Typing/word processing qualification or equivalent level of experience.
• Shorthand/minute taking qualification or equivalent level of experience.
• Medical Secretary qualifications or equivalent level of experience.

Experience

Essential

• Secretarial or administrative experience at senior level in a healthcare setting.
• Experience of working at Board or equivalent level and dealing with highly sensitive/confidential information.
• Organising and facilitating meetings including minute taking.
• Experience of developing and maintaining effective administrative and support 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.

Employer details

Employer name

Saint Francis Hospice

Address

St. Francis Hospice

Broxhill Road

Havering-atte-bower

Romford

RM4 1QH

Employer's website

https://www.sfh.org.uk/ (Opens in a new tab)