Personal Assistant

at  NHS Professionals

YOU’LL HAVE THE FOLLOWING SKILLS/EXPERIENCE:

· Advanced Keyboard Skills
· Good numerical skills
· Ability to communicate in a clear and concise manner
· Ability to work as part of a team and to multi-task and prioritise own workload
· Proven organisational skills and ability to prioritise workload with interruptions and changing priorities
· Knowledge of medical terminology within more than one specialty
· Knowledge of using Microsoft Office applications such as Word and Outlook
· Experience of medical audio typing

· Exchanging non-clinical written and verbal information with patients, staff and carers, 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 in a tactful and sensitive manner demonstrating empathy and reassurance.
· Communicating inter-departmentally with all levels of staff and external agencies including GPs and other NHS Trusts, Police and Social Services.
· Responding to queries from the cancer tracking team and MDT Co-ordinators and ensure all clinical letters for cancer patients are typed within 24 hours to support the Trust achieving the national cancer waiting time targets.
· Prioritising and distribute incoming mail, both electronic and paper form, using judgement and experience to decide which documents are to be passed directly to other areas for action and information.
· Providing a complete PA service including word processing using audio and digital transcription systems and general office management and administrative duties at the request of the consultants and their medical teams.
· Preparing agendas and take minutes for specified meetings as appropriate.
· Ensuring timely responses to Medico-legal reports/Insurance reports.
· Follow service and departmental Standard Operating Procedures and assist in the implementation of new working practices to enhance service development for improved patient care
· Type and distribute medical staff rotas, liaising with absence managers regarding medical staff annual/study and sick leave arrangements where applicable
· Ensure results of investigations are actioned in accordance with the NPSA 16 guidelines and Investigations Tracking System. Results should be brought to the attention of the medical staff to be signed using own judgement and experience to highlight any that may require urgent action. Outstanding results should be chased up ensuring all documents are present in time for clinic appointments and in the delivery of the 18 week treatment pathway target.
· Ensure outpatient referral letters, whether internal or external, are triaged by the consultant and forwarded to the relevant department (Booking and Scheduling), including the use of CD View and the Choose and Book System where appropriate.
· Taking urgent action on complaints, being proactive in order to minimise the risk of them becoming more formal, seeking advice where necessary.
· Dealing with telephone communications and type letters with a potentially distressing or emotional content.