Job summary
When completing your supporting statement, please refer to the person spec, demonstrating in your application how you match all points, providing examples of experience, understanding and transferable skills.
Please also indicate all of the specialities that you have experience of typing for, where applicable.
An exciting opportunity has arisen for experienced, motivated & enthusiastic Consultant PA's to join our Medical Secretarial Team.
We are recruiting toa 37.5hrs post, working within Paediatrics on our Wigan site. After a period of training, agile working may be considered.
This interesting & varied role requires you to work well on your own initiative whilst being committed to teamwork to ensure work is completed to meet Trust targets. Good communication skills & the ability to deal with confidential & sensitive issues in a professional manner are essential.
Candidates should hold an AMSPAR Diploma Qualification & RSA Level III in typewriting &/or medical audio transcription or be able to demonstrate experience in a similar role.
Main duties of the job
You will be working within a small team, managing office administration for the Consultant(s), junior doctors & Specialist Nurses they support, providing an efficient & effective PA service. You will act as the first point of contact for all forms of communication for the Consultant(s) & their team(s) & will be expected to organise & prioritise their own workload
The post holder will work with other Consultant PA's to ensure office administration for all the relevant consultants is covered. Supporting other Consultant PA teams, when required, & provide mentorship support to the Clinical Secretaries linked to their team.
Experience in using Microsoft office software is essential. Experience of utilising digital dictation, creating spreadsheets and scheduling of clinic/theatre lists is desirable.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy paties'. We have a recognised track record in staff engagement and living our values 'the WWL Way'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Job description
Job responsibilities
The main duties of this role are
- Providing a complete PA service including word processing, filing, audio typing, photocopying and the composition of letters. Prepares responses and requests for the Consultant and designated medical staff as appropriate.
- Distributing and prioritising incoming mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information.
- Undertaking administrative work at the request of the consultant or their team.
- Attending outpatient clinics and ward rounds as necessary and where appropriate.
- Providing the first point of contact for written and telephone enquiries, some of which may be sensitive, on behalf of the Consultant and their team, using judgement to establish the validity and priority of the contact.
- When notified of Consultants leave, ensure appropriate action is taken with regard to cancelling/reducing clinics and re-evaluating/rescheduling appointments in Consultants diary where appropriate.
- The production and distribution of patient/procedure lists, e.g. admissions, arranging and co-ordinating Domiciliary visits and assessments, theatre, outpatient procedures within the required timescales.
- Maintaining close working relationships between Consultant and patient where appropriate.
- Organising and co-ordinate multidisciplinary team meetings, arrange venue and take minutes where appropriate.
- Ensuring timely responses to Medico-legal reports/Insurance reports.
- Introducing and implementing new practices to enhance service development, i.e. developing protocols and procedures for improved patient services.
- Supervising new PAs/secretaries/support staff and work experience students ensuring an effective office system is maintained.
- Compiling and distributing medical staff rotas and liaising with medical staffing about annual leave/sick leave arrangements where applicable.
- Ensuring all results of investigations are brought to the attention of the medical staff to be signed and uses own judgement and experience to highlight any that may need urgent action.
- Maintaining a diary of appointments and information relevant to medical staff.
- Ensuring accurate and up-to-date information for the Trusts waiting list requirements.
- Ensuring adequate supply of stationery and equipment.
- Developing office, PA and secretarial practices to continually improve service delivery.
- Assisting colleagues in providing cross cover for the work of absent PAs, including across sites, when necessary.
- Preparation of induction packs for Junior Doctors.
- Administration of duties in relation to new policies i.e. 18 week pathway inter provider transfer documentation, choose and book administration and patient choice bookings. Provide training to other staff, as appropriate, in relation to this requirement.
- Migration to digital dictation systems and re-organisation of workload to meet performance standards.
- The post holder is expected to act independently within occupational guidelines and decide when it is necessary to refer to their Manager.
- The post holder should exercise initiative commensurate with the role and it is vital that confidentiality is maintained at all times.
Job description
Job responsibilities
The main duties of this role are
- Providing a complete PA service including word processing, filing, audio typing, photocopying and the composition of letters. Prepares responses and requests for the Consultant and designated medical staff as appropriate.
- Distributing and prioritising incoming mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information.
- Undertaking administrative work at the request of the consultant or their team.
- Attending outpatient clinics and ward rounds as necessary and where appropriate.
- Providing the first point of contact for written and telephone enquiries, some of which may be sensitive, on behalf of the Consultant and their team, using judgement to establish the validity and priority of the contact.
- When notified of Consultants leave, ensure appropriate action is taken with regard to cancelling/reducing clinics and re-evaluating/rescheduling appointments in Consultants diary where appropriate.
- The production and distribution of patient/procedure lists, e.g. admissions, arranging and co-ordinating Domiciliary visits and assessments, theatre, outpatient procedures within the required timescales.
- Maintaining close working relationships between Consultant and patient where appropriate.
- Organising and co-ordinate multidisciplinary team meetings, arrange venue and take minutes where appropriate.
- Ensuring timely responses to Medico-legal reports/Insurance reports.
- Introducing and implementing new practices to enhance service development, i.e. developing protocols and procedures for improved patient services.
- Supervising new PAs/secretaries/support staff and work experience students ensuring an effective office system is maintained.
- Compiling and distributing medical staff rotas and liaising with medical staffing about annual leave/sick leave arrangements where applicable.
- Ensuring all results of investigations are brought to the attention of the medical staff to be signed and uses own judgement and experience to highlight any that may need urgent action.
- Maintaining a diary of appointments and information relevant to medical staff.
- Ensuring accurate and up-to-date information for the Trusts waiting list requirements.
- Ensuring adequate supply of stationery and equipment.
- Developing office, PA and secretarial practices to continually improve service delivery.
- Assisting colleagues in providing cross cover for the work of absent PAs, including across sites, when necessary.
- Preparation of induction packs for Junior Doctors.
- Administration of duties in relation to new policies i.e. 18 week pathway inter provider transfer documentation, choose and book administration and patient choice bookings. Provide training to other staff, as appropriate, in relation to this requirement.
- Migration to digital dictation systems and re-organisation of workload to meet performance standards.
- The post holder is expected to act independently within occupational guidelines and decide when it is necessary to refer to their Manager.
- The post holder should exercise initiative commensurate with the role and it is vital that confidentiality is maintained at all times.
Person Specification
Qualifications
Essential
- AMSPAR Diploma or equivalent experience of providing a PA/secretarial service
- RSA III typing or equivalent qualification/expereince
Experience
Essential
- Diary Management
- Drafting Correspondence
- Answering telephone enquiries
- Audio typing
- Minute taking
- Microsoft Word, Excel and Outlook on a regular basis
- Experience of monitoring quality of transcriptions
Skills
Essential
- Demonstrate working as a team member
- Demonstrate prioritising workload effectively
- Ability to communicate in a clear and concise manner
- Able to work within tight time frames and to deadlines
- Able to use tact and empathy when handling patient calls
Knowledge
Essential
- Medical terminology in at least one specialty
- Understanding of 18 weeks, CAB and how role fits with these initiatives
- Information Governance and Data Protection
Additional Information
Essential
- Able to work on other trust sites as required
- Demonstrates a willingness to change as the role evolves
- Willing to meet the performance criteria set out in the job description and undertake personal and professional development.
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
- Motivated and pro-active
Person Specification
Qualifications
Essential
- AMSPAR Diploma or equivalent experience of providing a PA/secretarial service
- RSA III typing or equivalent qualification/expereince
Experience
Essential
- Diary Management
- Drafting Correspondence
- Answering telephone enquiries
- Audio typing
- Minute taking
- Microsoft Word, Excel and Outlook on a regular basis
- Experience of monitoring quality of transcriptions
Skills
Essential
- Demonstrate working as a team member
- Demonstrate prioritising workload effectively
- Ability to communicate in a clear and concise manner
- Able to work within tight time frames and to deadlines
- Able to use tact and empathy when handling patient calls
Knowledge
Essential
- Medical terminology in at least one specialty
- Understanding of 18 weeks, CAB and how role fits with these initiatives
- Information Governance and Data Protection
Additional Information
Essential
- Able to work on other trust sites as required
- Demonstrates a willingness to change as the role evolves
- Willing to meet the performance criteria set out in the job description and undertake personal and professional development.
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
- Motivated and pro-active
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.
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).
Additional information
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.
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
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Royal Albert Edward Infirmary
Wigan Lane
Wigan
WN1 2NN
Employer's website
http://www.wwl.nhs.uk/ (Opens in a new tab)
