An exciting opportunity has arisen for an experienced B4 Medic PA to work for the Assessment and Treatment Service, Sussex Partnership NHS Foundation Trust, based at Hove Polyclinic.
Hours: 30 hours per week to be worked as follows:
Monday, Wednesday and Friday 9.00 - 5.00; Tuesday and Thursday (negotiable).
The post holder will provide secretarial and administrative support to a Consultant Psychiatrist and associated multi-disciplinary team. This includes working and acting on own initiative and dealing with potentially complex situations. The team is friendly and dynamic, and we are committed to providing excellent care to our Service Users.
Main duties of the job
The medic PA will provide a high standard of secretarial and administrative service to the Consultant and associated multi-disciplinary team. You will need to be enthusiastic, well-organised, efficient, self-motivated, and have excellent secretarial skills. Preferably, you will have had experience in a medical setting or extensive secretarial experience gained elsewhere. You will have a Business and Administration NVQ level 3 (or willing to work towards) and/or equivalent qualification, proven audio typing experience, and the ability to produce work with a high level of accuracy and attention to detail.
You will be comfortable networking and communicating with a large team, including clinicians, senior managers, patients, and other agencies. Good time management skills and the ability to prioritise effectively in a busy environment are essential. You will need to be adaptable to the needs of the Service and determined to add value to the organisation. Supervisory experience is desirable but not essential.
You must be proficient in the use of Microsoft Office 365, including Word, Excel, and Outlook. Experience in the use of databases is essential.
Job responsibilities
1. To work directly to the Consultant and the multi-disciplinary team, providing a comprehensive and highly efficient secretarial and administrative support service.
2. To be responsible for the development and management of effective electronic spreadsheets, including appointment booking, complex diary management, adhering to the Trust policies of file management.
3. Provide a first point of contact for enquiries from service users and their carers, staff at all levels both from within the Trust and external agencies, providing a highly professional and confidential messaging service, taking follow-up action as appropriate.
4. To provide excellent administrative and secretarial support using appropriate software packages, working to strict timescales and to a very high standard of accuracy, using Trust templates, in line with Trust guidelines. Documents include meeting minutes, clinical reports, and clinical correspondence.
5. To provide a personal assistant service to the Consultant, including the screening and distribution of all mail, drawing attention to urgent issues, using own initiative as appropriate.
6. To liaise with GP's, other mental health services, Social Services, and any other agencies as required.
7. Organise and arrange service users clinics; make necessary arrangements for case reviews.
8. To organise transport or interpreters for service users as required.
9. To undertake any ad-hoc pieces of work as required.
10. To be proactive in organising and prioritising workload and managing own time effectively.
11. Day-to-day supervision of junior administrative staff, involving supervision and appraisal as required, induction, and participating in recruitment and allocation/monitoring of workload.
12. Attend team meetings as required. To assist in the development of the service.
13. To photocopy/scan/upload/distribute documents as required.
14. To ensure compliance with departmental and Trust policies.
15. To carry out any other general office duties as required.
16. To provide cover for other secretarial and administrative staff as appropriate.
17. To participate in the Trust supervision and appraisal policy.
18. To undertake training as necessary.
Person Specification
Qualifications
* Relevant NVQ3 qualification / RSA 3 or equivalent
Knowledge/Experience
* Extensive knowledge of a full range of secretarial procedures
* Knowledge of software programmes/packages
* 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.
Hove Poly Clinic 1st Floor (Mill View Hospital Site)
Marshall Way off Nevill Avenue, Hove BN3 7HZ
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