Job summary
- Main area
- Administration
- Grade
- Bank Band 4
- Contract
- Bank
- Hours
- Flexible working
- Job ref
- 354-AB-20804
- Employer
- Sussex Partnership NHS FoundationTrust
- Employer type
- NHS
- Site
- Hove Poly Clinic
- Town
- Hove
- Salary
- £14.11 per hour
- Salary period
- Hourly
- Closing
- Today at 08:00
Employer heading
Bank Medical PA
Bank Band 4
Welcome from our Chief Executive
Our organisation is expanding and we're looking for people with the right values, skills and/or potential to join us. We need people with energy, expertise, enthusiasm to help us provide the very best possible specialist NHS mental health and learning disability care. This involves helping us achieve our strategy to improve the quality of life for the communities we serve through People, Prevention and Partnerships.
So what can we offer you in return?
We're an organisation which puts people first. We'll do everything possible to help you feel respected, valued and included. We'll help you learn, acquire new skills and gain further experience to support your career development. And we'll provide the opportunity for you to bring your fresh ideas to work about how we can do things differently and continue improving.
You will also be joining a health and care system committed to working together to do the best we can for the communities we serve. Above all, at Sussex Partnership you'll have the chance to make a difference to the lives of the patients, carers and families across our communities.
As a Trust we are committed in making a difference. Your development is important to us, so don't forget to ask us during interview what opportunities we can offer. We can offer fully funded lifelong learning opportunities such as an apprenticeship from GCSE to Masters level.
If you like the sound of that, then come and join our team.
Job overview
Are you looking for a varied fast paced role within our small Medical PA Team based at Hove Polyclinic.
The role will be to provide administrative support to the Consultant Psychiatrists 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.
The main functions of the role are:
Clinic typing
Booking appointments
Managing all the medic diaries within your cluster team
Maintaining a spreadsheet for referrals, follow up appointments and annual reviews.
Use a patient system (Care Notes) - training will be provided
Responding to emails from practitioners and outside agencies
Dealing with prescriptions
Uploading correspondence and prescriptions as required
Cover reception for lunch breaks and associated leave as required
Working for our organisation
The Assessment and Treatment Service provides a Monday to Friday, 9am-5pm service for people experiencing mental health difficulties in the community in partnership with a wide range of health services.
Sussex Partnership provides mental health and learning disability care for all age groups across Sussex.
We’d love you to join our Trust, rated ‘good’ overall and ‘outstanding’ for caring by the CQC. Our staff agree, in our recent staff survey 82% told us that they recognise that care for patients is our top priority.
Detailed job description and main responsibilities
Office Administration
- Provide a point of contact for 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 ), 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 of all mail , drawing attention to urgent issues, drafting and sending, without reference, response to routine correspondence using own initiative as appropriate.
- To maintain electronic service user records on the appropriate Trust software packages in order that all information is up to date.
- 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 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 criteria
- Relevant NVQ3 qualification / RSA 3 or equivalent
Experience
Essential criteria
- Extensive knowledge of a full range of secretarial procedures
- Knowledge of software programmes / packages
- Understanding of medical terminology
- Previous experience in a similar role
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Jackie Harris
- Job title
- Business Administration Manager
- Email address
- [email protected]
- Telephone number
- 0300 304 0079
- Additional information
Please note I do not work a Tuesday should you need to contact me
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