Job summary
To provide secretarial and administrative support to the Consultant Psychiatrist and associated medical team. To undertake responsibility for the day to day management of the administrative, clerical and secretarial functions associated with the provision of a Consultant led service. This includes working and acting on own initiative and dealing with potentially complex situations. To consistently deliver a client focussed service, which promotes good customer service and effective working relationships.
Main duties of the job
The Medical PA will provide a high standard of secretarial and administrative function to the Consultant and associated medical team. They will have daily liaison with a wide range of staff at all levels and regular contact with people who use services and their carers, who may at times be distressed or angry. The Medical PA is responsible for ensuring the effectiveness of the office environment for the consultant and the medical team.
About us
Sussex Partnership NHS Foundation Trust delivers the Child and Adolescent Mental Health Service in West Sussex. Chalkhill is a mixed gender inpatient unit where young people are admitted if they require assessment and treatment for acute mental health needs.
We offer assessment and treatment of a wide range of mental health difficulties and needs, as well as support for eating disorders and disordered eating.
Chalkhill is a standalone hospital exclusively for 12-18-year-old young people based in the grounds of the Princess Royal Hospital in Haywards Heath.
Job description
Job responsibilities
Office Administration
- Day to day supervision of junior administrative staff, involving supervision and appraisal as required, induction, participating in recruitment and allocation / monitoring of workload.
- To assist in the induction and training of new staff. Regularly responsible for the induction and planning of work for any temporary staff within the service.
- Attend and fully participate in weekly / monthly team meetings, to assist the development of best practice and standardisation of administration processes across the team / service. To take minutes as and when necessary.
- Assist with the management of the care group office environment, setting the appropriate high standards and culture, ensuring the highest standard of security and confidentiality at all times, and ensuring that work is delivered on time and to the highest standard.
- To photocopy and distribute documents both internally and externally as required.
- To carry out other general office duties i.e. faxing, laminating, shredding of confidential information and documents and maintaining appropriate level of security of documents at all times.
- To liaise with GPs, mental health services, voluntary service agencies, social services, police, probation and other appropriate agencies or individuals with regard to service user issues.
- To ensure compliance with departmental policies and procedures with regard to the security of the office / building.
- To provide cover for other secretarial and administrative staff as appropriate.
- To participate in a rota to cover reception duties if required
Financial
- To organise reimbursement of any appropriate petty cash to service users and / or consultant and medical team.
- To work directly to the Consultant and their medical team, providing a comprehensive and highly efficient secretarial and administrative support service.
- To be responsible for the development of management of effective filing systems, including appointment booking, complex diary management and robust filing systems, adhering to the Trust policies of file management.
- Provide a first point of contact for all face to face and telephone enquiries from a broad spectrum of people, including service users and their carers, staff at all levels both from within and outside of the Trust and external agencies, providing a highly professional, confidential messaging service, taking follow up action as appropriate. This includes taking complex and sensitive telephone calls, listening and guiding callers through a satisfactory response and knowing when to seek appropriate medical advice. This often involves contact with service users, their carers and advocates and relatives.
- To provide excellent administrative and secretarial support, using appropriate software packages (this may include audio typing / speed writing / shorthand), working to strict timescales and to a very high standard of accuracy, using Trust templates, in line with Trust guidelines. Documents include meeting minutes and agendas, clinical reports and clinical correspondence.
- To provide a personal assistant service to the Consultant to include the screening and distribution all mail (including e-mails) received by the Consultant, drawing attention to urgent issues, drafting and sending, without reference, response to routine correspondence using own initiative as appropriate.
Organise and arrange service users clinics; make necessary arrangements for case reviews.
- To maintain electronic service user records on the appropriate Trust software packages in order that all information is up to date.
- To maintain clerical service user records, adhering to Trust policy on service user record keeping, standardised procedures for filing service user records and Trust archiving procedures / policy (to include all relevant Mental Health Act paperwork).
- To organise transport, interpreters and other service for service users, as and when necessary.
- To undertake ad-hoc pieces of work or research for the Consultant and medical team, which may include the construction and management of complex spreadsheets and data collection in accordance with the needs of the service, utilising a range of software packages and reports available within the Trust.
- To be proactive in organising and prioritising workload, managing own time effectively, highlighting problems as they arise (when the Consultant and medical team are available) and proposing possible solutions within available resources.
- To organise the ordering of any essential equipment / suppliers for the Medical team, as and when necessary, in line with the Trust Procurement procedures.
General
- To participate in the Trust supervision and appraisal policy / system.
- Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.
- To achieve and demonstrate agreed standards of personal and professional development with agreed timescales.
- To provide administrative duties to support the wider team and service function
- To act as a resource on ICT matters, as appropriate
- To contribute positively and proactively to the effectiveness and efficiency of the team.
- To contribute to the health and safe working environment by adhering to health and safety regulations and Trust policies
Job description
Job responsibilities
Office Administration
- Day to day supervision of junior administrative staff, involving supervision and appraisal as required, induction, participating in recruitment and allocation / monitoring of workload.
- To assist in the induction and training of new staff. Regularly responsible for the induction and planning of work for any temporary staff within the service.
- Attend and fully participate in weekly / monthly team meetings, to assist the development of best practice and standardisation of administration processes across the team / service. To take minutes as and when necessary.
- Assist with the management of the care group office environment, setting the appropriate high standards and culture, ensuring the highest standard of security and confidentiality at all times, and ensuring that work is delivered on time and to the highest standard.
- To photocopy and distribute documents both internally and externally as required.
- To carry out other general office duties i.e. faxing, laminating, shredding of confidential information and documents and maintaining appropriate level of security of documents at all times.
- To liaise with GPs, mental health services, voluntary service agencies, social services, police, probation and other appropriate agencies or individuals with regard to service user issues.
- To ensure compliance with departmental policies and procedures with regard to the security of the office / building.
- To provide cover for other secretarial and administrative staff as appropriate.
- To participate in a rota to cover reception duties if required
Financial
- To organise reimbursement of any appropriate petty cash to service users and / or consultant and medical team.
- To work directly to the Consultant and their medical team, providing a comprehensive and highly efficient secretarial and administrative support service.
- To be responsible for the development of management of effective filing systems, including appointment booking, complex diary management and robust filing systems, adhering to the Trust policies of file management.
- Provide a first point of contact for all face to face and telephone enquiries from a broad spectrum of people, including service users and their carers, staff at all levels both from within and outside of the Trust and external agencies, providing a highly professional, confidential messaging service, taking follow up action as appropriate. This includes taking complex and sensitive telephone calls, listening and guiding callers through a satisfactory response and knowing when to seek appropriate medical advice. This often involves contact with service users, their carers and advocates and relatives.
- To provide excellent administrative and secretarial support, using appropriate software packages (this may include audio typing / speed writing / shorthand), working to strict timescales and to a very high standard of accuracy, using Trust templates, in line with Trust guidelines. Documents include meeting minutes and agendas, clinical reports and clinical correspondence.
- To provide a personal assistant service to the Consultant to include the screening and distribution all mail (including e-mails) received by the Consultant, drawing attention to urgent issues, drafting and sending, without reference, response to routine correspondence using own initiative as appropriate.
Organise and arrange service users clinics; make necessary arrangements for case reviews.
- To maintain electronic service user records on the appropriate Trust software packages in order that all information is up to date.
- To maintain clerical service user records, adhering to Trust policy on service user record keeping, standardised procedures for filing service user records and Trust archiving procedures / policy (to include all relevant Mental Health Act paperwork).
- To organise transport, interpreters and other service for service users, as and when necessary.
- To undertake ad-hoc pieces of work or research for the Consultant and medical team, which may include the construction and management of complex spreadsheets and data collection in accordance with the needs of the service, utilising a range of software packages and reports available within the Trust.
- To be proactive in organising and prioritising workload, managing own time effectively, highlighting problems as they arise (when the Consultant and medical team are available) and proposing possible solutions within available resources.
- To organise the ordering of any essential equipment / suppliers for the Medical team, as and when necessary, in line with the Trust Procurement procedures.
General
- To participate in the Trust supervision and appraisal policy / system.
- Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.
- To achieve and demonstrate agreed standards of personal and professional development with agreed timescales.
- To provide administrative duties to support the wider team and service function
- To act as a resource on ICT matters, as appropriate
- To contribute positively and proactively to the effectiveness and efficiency of the team.
- To contribute to the health and safe working environment by adhering to health and safety regulations and Trust policies
Person Specification
Qualifications
Essential
- Relevant NVQ3 qualification / RSA 3 or equivalent
Experience
Essential
- Extensive knowledge of a full range of secretarial procedures
- Knowledge of software programmes / packages
- Understanding of medical terminology
- Previous experience in a similar role
Person Specification
Qualifications
Essential
- Relevant NVQ3 qualification / RSA 3 or equivalent
Experience
Essential
- Extensive knowledge of a full range of secretarial procedures
- Knowledge of software programmes / packages
- Understanding of medical terminology
- Previous experience in a similar role
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.
