Detailed job description and main responsibilities

Key results from the job holder

The post holder will contribute to service delivery by:

• Promoting the dissemination of quality patient information.
• Provide non-clinical advice and information to patients/clients/relatives.
• Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all their actions.  This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidences near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Planning and Organisational Duties

The post holder will demonstrate responsibility for:

• 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. 

Communications and Key Working Relationships

The post holder will demonstrate effective communication by:

• Using the spoken and written word and being sensitive to those who are vulnerable or do not have English as their first language.
• Assisting in the establishment of communication systems with all staff, patients and relatives to promote understanding and good will.
• Exchange verbal and written information with patients, staff and carers relating to appointments, admissions, and meetings in a tactful and sensitive manner.
• Maintaining accurate, timely and legible records.
• Maintaining consistency within standards of patient care. 
• Communicating complex and sensitive information to patients and relatives with empathy and reassurance. 
• Responsibility for all records (including patient  health, financial, personal and administrative) that they gather or use as part of their work within the Trust.  The records may be paper, electronic, microfiche, audio or x-ray images.
• Compliance with the Data Protection Act 1998 and Information Governance – the post holder is not entitled to use for their own benefit or gain, or to divulge to any persons, firm or other organisation whatsoever, any confidential information belonging to the Trust or relating to the Trust’s affairs or dealings which may come to their knowledge during employment.

Responsibility for Finance

The post holder will:

• Be the first point of contact for receiving and processing of monies, both cash and cheque, to charitable funds from patients, patients relatives and outside agencies.

• Participate in ensuring the effective use of all financial resources in providing and delivering the service.
• Demonstrate awareness of the need for cost improvement programmes within the Service.
• Promote effective utilisation of resources.

• Provide the service within its financial constraints.
• Maintenance of stock and stationery within own team

Responsibility for Human Resources

The post holder will:

• Be expected to provide day to day supervision and on the job training to new PA’s, secretaries and administrative support workers, when required.
• Provide mentorship and professional support to Clinical Secretaries
• Adhere and promote Trust policies, procedures and guidelines and maintain the Professional Code of Conduct.
• Ensure compliance with the Mandatory Training Policy in accordance with Trust policy.
• Take responsibility for ensuring own Performance and Development Review is undertaken on a yearly basis.

Responsibility for Health & Safety

• Have an understanding of health and safety, ethical and legal issues
• Display a professional attitude at all times when dealing with the general public and colleagues alike 
• Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. 

Responsibility for Teaching

The post holder will demonstrate the following knowledge and experience:

• Knowledge of a full range of secretarial procedures and software programmes (PAS, theatre, EPR, digital dictation) and their application to improve service efficiency and effectiveness.
• Understanding of medical terminology and a willingness to assist colleagues with transcription outputs.
• Exercise judgement when dealing with patient enquiries, analysing and resolving problems at source.

• Assist in new staff induction together with the identification and support of their training requirements.
• Facilitate a supportive learning environment that enables all members of the team to develop.
• Recognise the effective utilisation of all appropriate development resources and opportunities.
• Promote the ethos of continuous improvement disseminating any new knowledge gained to other colleagues.
• Recognise and accept responsibility for own personal development