Consultant PA - Orthopaedics

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

Additional Information

Essential

• 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.
• Able to work at other Trust sites, when required
• 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

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

Desirable

• Knowledge of medical terminology within more than one specialty
• Knowledge of patient administration systems including Electronic Patient Record

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

Desirable

• Ability to type more than 40 - 50 words per minute with an accuracy rate of at least 90 -95%

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

Desirable

• Experience of utilising digital dictation systems
• Experience of managing stationary and stock levels
• Experience of handling medico-legal reports and insurance claims
• Experience of scheduling and rescheduling clinic lists on behalf of a consultant
• Experience of training/mentoring new staff within own work area.

Qualifications

Essential

• AMSPAR Diploma or equivalent experience of providing a PA/secretarial service
• RSA III typing or equivalent experience

Desirable

• Shorthand Qualification
• ECDL
• AMSPAR Certificate in medical terminology, or equivalent / proven relevant experience

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

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

Address

Wrightington Hospital

Hall Lane, Appley Bridge

Wigan

WN6 9EP

Employer's website

http://www.wwl.nhs.uk/ (Opens in a new tab)