Job summary
West Suffolk NHS Foundation Trust ENT department's medical team is expanding, and the successful candidate will support the new doctors/CNS with administrative responsibilities required of a Medical PA to ensure targets are maintained and guidelines adhered to.
Main duties of the job
The successful candidate will support the medical/ Clinical Nurse Specialist team with dictation transcribing, clinic and diary management and other necessary office administration.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
Please see job description for full details.
- Patients are referred to the Hospital via Electronic Referral System or internally via E-Care. The PA will monitor the departments electronic referrals pools and process for review. New referrals are communicated to the PRMC (Patient Referral Management Centre) where appropriate.
- To deal with routine correspondence, undertaking follow-up action as directed. This may include replying personally to letters and preparing draft letters for signature.
- To transcribe from dictation, written text or digital dictation, all correspondence, reports or notes for the Department and team, checking detail in patient case notes and ensuring letters are grammatical and well-presented. Also, to understand the necessity of coding patients correctly with the IPT system when transferring patients from the West Suffolk Hospital to another Hospital.
- From within the dictation, identify indicated actions and action accordingly. Check that tests and investigations have been arranged as indicated.
- To collate all X-Ray and Pathology reports and to present them to the Department, ensuring that all abnormal results are highlighted for further action by medical staff. Monitor expected results and where these are outstanding or urgently required, access results on the hospital computer system, ensuring these are seen by medical staff. Take follow-up action as instructed, which may include informing GPs of abnormal results which require immediate treatment, as indicated by the medical team.
Job description
Job responsibilities
Please see job description for full details.
- Patients are referred to the Hospital via Electronic Referral System or internally via E-Care. The PA will monitor the departments electronic referrals pools and process for review. New referrals are communicated to the PRMC (Patient Referral Management Centre) where appropriate.
- To deal with routine correspondence, undertaking follow-up action as directed. This may include replying personally to letters and preparing draft letters for signature.
- To transcribe from dictation, written text or digital dictation, all correspondence, reports or notes for the Department and team, checking detail in patient case notes and ensuring letters are grammatical and well-presented. Also, to understand the necessity of coding patients correctly with the IPT system when transferring patients from the West Suffolk Hospital to another Hospital.
- From within the dictation, identify indicated actions and action accordingly. Check that tests and investigations have been arranged as indicated.
- To collate all X-Ray and Pathology reports and to present them to the Department, ensuring that all abnormal results are highlighted for further action by medical staff. Monitor expected results and where these are outstanding or urgently required, access results on the hospital computer system, ensuring these are seen by medical staff. Take follow-up action as instructed, which may include informing GPs of abnormal results which require immediate treatment, as indicated by the medical team.
Person Specification
Education and qualifications
Essential
- RSA II Typing, Word or Equivalent
- Proven Computer literacy
- Maths and English qualification
Desirable
- Amspar certificate or diploma
Experience and knowledge
Essential
- Previous experience as P.A or Secretary
- Medical Terminology
- Audio Typist
Desirable
- Previous NHS or related environment
- Some customer care experience
Skills and abilities
Essential
- Audio Typing
- Touch Typing
- Microsoft Office
- Excel
- Accurate Key Board Skills
- Able to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
Desirable
- Knowledge of the Hospital Administration System
- Understanding of Databases
Personal qualities
Essential
- Clear and precise communication skills
- Good telephone manner
- Able to work under pressure
- Able to meet deadlines.
- Good interpersonal skills
- Good organisational skills
- Friendly and helpful manner
- Caring attitude
- Attention to detail.
- Ability to work on own initiative or part of a team.
- Flexible approach to working hours and duties
- Able to demonstrate an understanding of issues relating to confidentiality.
- Good timekeeping
Person Specification
Education and qualifications
Essential
- RSA II Typing, Word or Equivalent
- Proven Computer literacy
- Maths and English qualification
Desirable
- Amspar certificate or diploma
Experience and knowledge
Essential
- Previous experience as P.A or Secretary
- Medical Terminology
- Audio Typist
Desirable
- Previous NHS or related environment
- Some customer care experience
Skills and abilities
Essential
- Audio Typing
- Touch Typing
- Microsoft Office
- Excel
- Accurate Key Board Skills
- Able to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
Desirable
- Knowledge of the Hospital Administration System
- Understanding of Databases
Personal qualities
Essential
- Clear and precise communication skills
- Good telephone manner
- Able to work under pressure
- Able to meet deadlines.
- Good interpersonal skills
- Good organisational skills
- Friendly and helpful manner
- Caring attitude
- Attention to detail.
- Ability to work on own initiative or part of a team.
- Flexible approach to working hours and duties
- Able to demonstrate an understanding of issues relating to confidentiality.
- Good timekeeping
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.
