Consultant PA - Community Paediatrics

Job Overview

An exciting opportunity has arisen for an experienced, motivated & enthusiastic Consultant PA to join our Medical Secretarial Team.

The position is 27 hours per week, working within Community Paediatrics at our Platt Bridge site. After a period of training, hybrid working (a combination of office days and working from home days) 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.

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.

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.

Working for our organisation

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.

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.

Detailed Job Description And Main 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 Consultant’s leave, ensure appropriate action is taken with regard to cancelling/reducing clinics and re-evaluating/rescheduling appointments in Consultant’s 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 PA’s/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 Trust’s 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 PA’s, 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.
  
  
  

• 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
  
  
  

• Medical terminology in at least one specialty
• Understanding of 18 weeks, CAB and how role fits with these initiatives
• Information Governance and Data Protection
  
  
  

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

• 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
  
  
  

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

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

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

• 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
  
  
  

• 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.