Job summary
An Exciting opportunity had arisen for a Person Assistant to join our Team on a Permanent Basis!
You must be an experienced Secretary with excellent interpersonal and well-developed communication skills to work within our busy department, assisting with the workload of the Directorate Managers and Matrons across the Surgical Care Group.
Duties will include diary management, taking telephone calls, arranging meetings, attending meetings to take minutes and maintaining manual and electronic filing systems.
Candidates will have at least two years experience working in an office environment. Applicants should be able to demonstrate skills and have a working knowledge of Microsoft office.
The successful candidate would need to be flexible, self-motivated and able to use their own initiative, as well as being an excellent organiser and communicator.
Main duties of the job
Co-ordinate administrative and secretarial services, including the preparation of agendas and minutes, taking appropriate follow up action as required.
Manage discrete projects from project scoping to conclusion. Investigate and respond back to a range of non-standard enquiries.
Co-ordinate complaints, to produce a response to the patient and an action plan for staff to correct any problems that may have been highlighted in a complaint.
To liaise with, and delegate instructions effectively to, other members of the department and external clients.
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
KEY DUTIES
- To provide confidential administrative support to the Patient Access Directorate Manager, Patient Access Manager and the Patient Booking Services team.
- Prepare agendas and associated papers for meetings.
- Take and transcribe formal minutes of meetings using advanced level of IT packages.
- To maintain appointments, diaries and bring forward systems. Arrange venues, speakers and travel/accommodation as required, ensuring timely and efficient communication.
- Responsible for leading a range of discrete projects on a regular basis.
- To deal with telephone calls/enquiries, incoming and outgoing post and in an efficient, professional and, where appropriate, sensitive manner.
- To investigate complaints, by communicating complex and sensitive information with a range of staff, using negotiating and persuasive skills to get an input from non-clinical and clinical staff to enable the compilation of responses to patient complaints, ensuring deadlines are adhered to.
- Following the receipt of a patient complaint, compile action plan, proposing solutions and changes to work practices, often outside own work area.
- Responsible for proposing changes to working practices across the whole of Patient Access and liaising with other departments regarding the impact of such changes.
- To deal and liaise with staff and patients in a discreet, sensitive and confidential manner with regards to sensitive issues and complaints.
- To maintain a database regarding complaints monitoring and analyse data on weekly basis, producing graphical representations of the information.
- The preparation of patient communications relating to the Directorate (eg patient information leaflets).
- To undertake analysis of complex data from a variety of sources and prepare conclusions in an easily understandable format.
- To maintain a database on call centre performance and analyse data on a weekly basis, producing graphical representations of the information.
- To maintain a database on hospital rearrangements data on a monthly basis, producing graphical representations of the information.
- To produce the Duty Manager Rota for St Helens Hospital.
- Responsible for the processing PLCP referrals.
- Responsible for the reconciliation of budget statements.
- Responsible for providing fire induction training, when Duty Site Manager is not available.
- Responsible for assisting the Duty Site Manager in organising teaching programmes regarding Mental Capacity Act for St Helens staff.
- Responsible for ensuring the directorate is compliant with the relevant areas on the Information Governance toolkit.
- Assist with the administration for recruitment in the directorate.
- The postholder is responsible for maintaining stock control and the security of all consumable items within Patient Access.
- Assist the Head of Patient Access and Line Managers to develop and maintain departmental policies and procedures, therefore acquiring knowledge of the full range of administrative and organisational policies and procedures.
- Maintenance of annual leave/sickness records.
- Preparation of Staff Variation Lists (SVLs).
- Taking receipt and recording of travel claims.
- To complete Human Resources administration as necessary, including staff change of details forms and staff variation forms. Arranging Return to Work interviews and Occupational Health referrals.
- Undertake tasks delegated by Patient Access Directorate Manager and Patient Access Manager to assist in meeting departmental and Trust objectives.
- Maintenance of filing systems.
- To co-ordinate and monitor compliance with Trust Appraisal system for managers with the Patient Access division.
- To co-ordinate workload efficiently and effectively, and to delegate instructions to secretarial colleagues as appropriate.
- Ensure appropriate channels of communication between Managers, colleagues and visitors are open and accessible to ensure information sharing processes are effective, communicating in a professional, timely and supportive manner.
- On behalf of Patient Access Directorate Manager and Patient Access Manager ensure timely dissemination of information throughout the Trust.
- To establish, maintain and develop professional working relations with colleagues.
- To participate in any relevant, identified training and continuing professional development.
- To work on own initiative to maintain good office practice and standards to ensure the office and administrative functions run smoothly and efficiently.
- Adhere to Health and Safety at Work Act.
- Be aware and responsive to changes within the Trust and adopt a flexible and proactive approach to work.
- Undertake all mandatory/statutory training as required by the Trust.
- General housekeeping of the office environment.
- Co-ordinate annual/flexi leave in co-operation with other secretaries.
- Any other duties that may be required appropriate to relevant grade.
This job description is not exhaustive or prescriptive and may be subject to revision and change in the light of changing working patterns, service needs or any other factor affecting the organisation.
GOVERNANCE
To support the Trusts clinical governance agenda by understanding the key priorities for change and ensuring that new developments utilise the objectives within the governance agenda
PERSONAL RESPONSABILTITIES
- To attend Trust Statutory and Mandatory training sessions as required
- To participate in an annual performance review to identify the post holders personal development needs
- To adhere to the official procedures of the Trust, including amongst others, Standing Financial Instructions, Standing orders and Codes of Conduct
- To follow policies and guidelines relating to the management of Trust records taking into account the Data Protection Act and Caldicott recommendations.
Job description
Job responsibilities
KEY DUTIES
- To provide confidential administrative support to the Patient Access Directorate Manager, Patient Access Manager and the Patient Booking Services team.
- Prepare agendas and associated papers for meetings.
- Take and transcribe formal minutes of meetings using advanced level of IT packages.
- To maintain appointments, diaries and bring forward systems. Arrange venues, speakers and travel/accommodation as required, ensuring timely and efficient communication.
- Responsible for leading a range of discrete projects on a regular basis.
- To deal with telephone calls/enquiries, incoming and outgoing post and in an efficient, professional and, where appropriate, sensitive manner.
- To investigate complaints, by communicating complex and sensitive information with a range of staff, using negotiating and persuasive skills to get an input from non-clinical and clinical staff to enable the compilation of responses to patient complaints, ensuring deadlines are adhered to.
- Following the receipt of a patient complaint, compile action plan, proposing solutions and changes to work practices, often outside own work area.
- Responsible for proposing changes to working practices across the whole of Patient Access and liaising with other departments regarding the impact of such changes.
- To deal and liaise with staff and patients in a discreet, sensitive and confidential manner with regards to sensitive issues and complaints.
- To maintain a database regarding complaints monitoring and analyse data on weekly basis, producing graphical representations of the information.
- The preparation of patient communications relating to the Directorate (eg patient information leaflets).
- To undertake analysis of complex data from a variety of sources and prepare conclusions in an easily understandable format.
- To maintain a database on call centre performance and analyse data on a weekly basis, producing graphical representations of the information.
- To maintain a database on hospital rearrangements data on a monthly basis, producing graphical representations of the information.
- To produce the Duty Manager Rota for St Helens Hospital.
- Responsible for the processing PLCP referrals.
- Responsible for the reconciliation of budget statements.
- Responsible for providing fire induction training, when Duty Site Manager is not available.
- Responsible for assisting the Duty Site Manager in organising teaching programmes regarding Mental Capacity Act for St Helens staff.
- Responsible for ensuring the directorate is compliant with the relevant areas on the Information Governance toolkit.
- Assist with the administration for recruitment in the directorate.
- The postholder is responsible for maintaining stock control and the security of all consumable items within Patient Access.
- Assist the Head of Patient Access and Line Managers to develop and maintain departmental policies and procedures, therefore acquiring knowledge of the full range of administrative and organisational policies and procedures.
- Maintenance of annual leave/sickness records.
- Preparation of Staff Variation Lists (SVLs).
- Taking receipt and recording of travel claims.
- To complete Human Resources administration as necessary, including staff change of details forms and staff variation forms. Arranging Return to Work interviews and Occupational Health referrals.
- Undertake tasks delegated by Patient Access Directorate Manager and Patient Access Manager to assist in meeting departmental and Trust objectives.
- Maintenance of filing systems.
- To co-ordinate and monitor compliance with Trust Appraisal system for managers with the Patient Access division.
- To co-ordinate workload efficiently and effectively, and to delegate instructions to secretarial colleagues as appropriate.
- Ensure appropriate channels of communication between Managers, colleagues and visitors are open and accessible to ensure information sharing processes are effective, communicating in a professional, timely and supportive manner.
- On behalf of Patient Access Directorate Manager and Patient Access Manager ensure timely dissemination of information throughout the Trust.
- To establish, maintain and develop professional working relations with colleagues.
- To participate in any relevant, identified training and continuing professional development.
- To work on own initiative to maintain good office practice and standards to ensure the office and administrative functions run smoothly and efficiently.
- Adhere to Health and Safety at Work Act.
- Be aware and responsive to changes within the Trust and adopt a flexible and proactive approach to work.
- Undertake all mandatory/statutory training as required by the Trust.
- General housekeeping of the office environment.
- Co-ordinate annual/flexi leave in co-operation with other secretaries.
- Any other duties that may be required appropriate to relevant grade.
This job description is not exhaustive or prescriptive and may be subject to revision and change in the light of changing working patterns, service needs or any other factor affecting the organisation.
GOVERNANCE
To support the Trusts clinical governance agenda by understanding the key priorities for change and ensuring that new developments utilise the objectives within the governance agenda
PERSONAL RESPONSABILTITIES
- To attend Trust Statutory and Mandatory training sessions as required
- To participate in an annual performance review to identify the post holders personal development needs
- To adhere to the official procedures of the Trust, including amongst others, Standing Financial Instructions, Standing orders and Codes of Conduct
- To follow policies and guidelines relating to the management of Trust records taking into account the Data Protection Act and Caldicott recommendations.
Person Specification
Qualifications
Essential
- Educated to GCSE standard
- RSA III Typing/Word-processing or equivalent
- RSA III Medical Audio-Typing or equivalent
Desirable
- Shorthand 80-120 wpm
- Speed Writing
- AMSPAR Secretarial qualification
- Secretarial Diploma
- Medical Terminology
- RSA III Typing/Word-processing or equivalent.
Knowledge & Experience
Essential
- Minute taking
- Microsoft Office experience
- Medical Audio/Typist
- Excellent IT Skill
- Ability to work as part of a team
- Significant experience in a similar role or equivalent level of knowledge
Desirable
- Significant experience as a Junior Secretary/Audio-Typist
- Previous NHS Experience
Skills
Essential
- Ability to communicate professionally at all levels in a helpful courteous manner
- Excellent Word Processing and Keyboarding
- Ability to organise workload effectively and prioritise to meet deadlines.
- Excellent Communication Skills.
- Office software, excel, power point, access and MS publisher.
- Ability to use initiative to solve problems
Desirable
- Medical Terminology
- Knowledge of hospital computer systems
Other
Essential
- Highly developed interpersonal and communication skills.
- Ability to use initiative and work independently
- Capability to adapt to most situations
- Ability to maintain control of stressful situations
- Able to work the hours and undertake the duties required of the post
- Ability to show understanding and appreciation of the need to maintain confidentiality in all matters
- Ability and willingness to undergo further training in accordance with the needs of the post
Person Specification
Qualifications
Essential
- Educated to GCSE standard
- RSA III Typing/Word-processing or equivalent
- RSA III Medical Audio-Typing or equivalent
Desirable
- Shorthand 80-120 wpm
- Speed Writing
- AMSPAR Secretarial qualification
- Secretarial Diploma
- Medical Terminology
- RSA III Typing/Word-processing or equivalent.
Knowledge & Experience
Essential
- Minute taking
- Microsoft Office experience
- Medical Audio/Typist
- Excellent IT Skill
- Ability to work as part of a team
- Significant experience in a similar role or equivalent level of knowledge
Desirable
- Significant experience as a Junior Secretary/Audio-Typist
- Previous NHS Experience
Skills
Essential
- Ability to communicate professionally at all levels in a helpful courteous manner
- Excellent Word Processing and Keyboarding
- Ability to organise workload effectively and prioritise to meet deadlines.
- Excellent Communication Skills.
- Office software, excel, power point, access and MS publisher.
- Ability to use initiative to solve problems
Desirable
- Medical Terminology
- Knowledge of hospital computer systems
Other
Essential
- Highly developed interpersonal and communication skills.
- Ability to use initiative and work independently
- Capability to adapt to most situations
- Ability to maintain control of stressful situations
- Able to work the hours and undertake the duties required of the post
- Ability to show understanding and appreciation of the need to maintain confidentiality in all matters
- 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.
