Obstetrics PA Fetal Medicine

Job description

Job responsibilities

Provide a professional clinical personal assistant service to an agreed set of clinicians.

Services to be provided include secretarial support to Consultants, junior medical staff and AHPs.

Provide expert support in using administrative software such as Microsoft applications, including Word, Excel, PowerPoint etc. That supports document creation for report writing, presentation, memos and email for corporate managers.

Provide administrative support to plan and organise MDTs and meetings as required.

Work with the divisional management teams to manage Clinicians and on-call rotas as required.

Communicate professionally and effectively with patients/carers, the public and all internal and external agencies both verbally and non-verbally in a timely manner.

Ensure diplomacy, empathy and confidentiality when dealing with distressed patients/carers.

Liaise with clinical and non-clinical staff to resolve any issues that may arise to the mutual benefit of all concerned.

Attend and contribute to departmental meetings, team briefs etc.

Proactively manage telephone calls; many may be sensitive from patients/carers or other healthcare professionals, requiring high patient confidentiality and sensitivity.

Responsible for providing accurate, up-to-date, non-clinical advice relating to queries in the department.

Typing of minutes of meetings and general departmental correspondence when required and within locally agreed timescales.

Work with Consultants and Central Admissions Office in relation to managing waiting lists, admissions, and operating lists, adhering to the Patient Access and Bed Management Policy at all times.

Work flexibly to ensure the needs of the service are always met.

Assist the management team in addressing any complaints within the agreed timescales which may have been received within the department.

Exercise judgement and initiative to manage the workload effectively and efficiently, taking appropriate action to resolve any issues, liaising with appropriate personnel and seeking guidance from the Line Manager when required.

Support Clinicians in identifying how data can be captured and managed securely per the Information Governance and Data Quality Policies.

Undertake a key role in ensuring the delivery of a high-quality patient pathway by working closely with clinical teams to meet national and locally agreed targets by monitoring clinic templates and waiting lists and working closely with the management team to address any issues.

Ensure Clinicians respond and action referrals within locally agreed timescales, ensuring a clear audit trail.

Manage patient data confirming patient demographics are recorded correctly and details checked for authenticity.

Support the day-to-day organisation of the clinical teams by managing diaries, coordinating meetings, ensuring appropriate documentation available for meetings/lectures, preparing documents/presentations, attending meetings to take minutes and typing agendas/minutes.

Coordinate national and international meetings/conferences, including travel arrangements, accommodation etc.

Adapt a flexible attitude to meet the needs of the service.

Proactively support the confirmation of the Clinician's availability, including managing consultant's diaries and annual leave and ensuring the correct clinics are open/closed accordingly.

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent including English and Mathematics.
• NHS Experience

Desirable

• BTEC or equivalent level of knowledge on a range of Trust policies and management procedures, requiring experience or ongoing further development/ training, e.g. Team Leading & Management

Experience

Essential

• Previous experience working in an NHS secretarial/personal assistant role.
• Experience of medical terminology
• Ability to communicate professionally at all levels in a helpful courteous manner
• Excellent organisational skills
• Ability to organise workload effectively and prioritise to meet deadlines
• Ability to work without direct supervision.
• Experience of audio-transcription, letter generation, service and diary management is essential.
• Experience in the use of information systems, e.g. word processing packages, spreadsheets, databases, patient administration systems, email etc.

Desirable

• Knowledge of a hospital based Patient Administration System.
• Ability to maintain control of stressful/sensitive situtations
• Ability and willingness to undergo further training in accordance with the needs of the post

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

Liverpool Women's NHS Foundation Trust

Address

Liverpool Women's Hospital

Crown street

Liverpool

L87SS

Employer's website

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