Senior Secretary/PA Specialist Palliative Care Service

at  Stockport NHS Foundation Trust

Main Duties Responsible for typing and processing all work generated by the Consultants, adhering to appropriate deadlines. Responsible for the opening and sorting of mail as required. Obtaining patient records from the Medical Records Department / Wards / Specialist Units, other Trusts etc. Request and return X-Rays, scans and other investigation reports.
Organising and maintaining a filing system. Electronic diary maintenance including booking of meetings and appointments. Dealing with telephone calls and making telephone contact with personnel at all levels e.g. Consultants, GPs, medical / nursing staff, patients etc.
Attendance at all service meetings to provide secretarial support i.e. minute taking. Distribute agendas, transcribe minutes and type up of same, carry out follow-up actions as required. Arrange study leave, book travel tickets and accommodation submit expenses on behalf of Consultants.
Type and distribute policies and procedures. Photocopying, faxing, laminating, and binding of all necessary documentation. Participate in day to day management of service. Line-manage admin/other secretaries in the team.
Communications Dealing with telephone calls and making telephone contact with personnel at all levels e.g. Consultants, Junior Medical Staff, Nursing staff, GPs and Patients. Prepared to undertake possible difficult/challenging conversations with staff and patients/families. Proactive response to service need.
Responsibility for Patient Care Ensure all clinic letters / reports are typed within agreed timescales. Process all work from clinics. To be responsible for the collation of investigation results. Book routine and urgent patient appointments.
Maybe required to use the E-Booking appointment system. Oversee and participate in service delivery on a day to day basis. Planning and organising Electronic diary maintenance including booking of meetings and appointments as required. Ensure all notes and paperwork are available for clinics, meetings etc.
Rebook cancelled clinic appointments. Type and distribute on-call and office rotas. Organise and facilitate new processes and equipment in liaison with other departments. Responsibilities for Physical and / or Financial Resources Monitor the stationery order on a weekly basis.
Participate in the stationery stock control system. Responsible for ordering/facilitating inputting delivery notes received for goods into the laboratory onto the Unit 4 Finance Management System as required. Responsibility for Policy and Service Development and Implementation Required to implement and adhere to secretarial / administrative procedures and protocols, and support others to do so, making changes when necessary. Responsibilities for Human Resources and Leadership Supervise and manage all SPCS administration staff.
Undertake appraisals for designated staff. Responsible for demonstrating own duties to new administrative and clerical staff. Ensure the sickness records for the service are up to date on the Health Roster system. Conduct return to work interviews for staff after periods of absence and monitor sickness in line with the attendance management policy.
Support and performance manage staff when required. Ensure all appraisals for the team are booked in advance and completed on time to achieve/maintain 100% compliance. Support team to achieve/maintain 100% compliance rate for mandatory and statutory training. Responsible for authorising and recording annual leave and flexitime for secretarial and clerical staff.
Entering health roster data for service staff as required. Cover duties for other secretarial staff during periods of absence, holiday and or sickness. Responsibilities for data and information resources Responsible for typing and processing of work generated by Consultants and his/her junior medical team. Word processing of general correspondence, reports, tables, on-call rotas and any other written material.
Assist with presentation work i.e. Consultant talks using PowerPoint. Prepare Excel spreadsheets as required. Support service data reporting on Intercom/Tableau.
Research, Development and Audit Obtain books / articles from the library for the Consultant Medical Staff as required. Undertake audit surveillance and data collection as required. Physical Skills and Effort Post holder required to sit at computer and be computer literate and to possess ECDL Required to undertaken non patient moving and handling e.g. carrying stationery supplies, patient notes, post and varying places of work as required by the team: Maintain concentration when dealing with sensitive and distressing situations and interruptions Ability to deal with urgent situations which may arise in a professional, calm manner Ability to communicate with patients, carers, health professionals, social services, voluntary organisations and Trust colleagues Maintain confidentiality at all times particularly concerning distressing information The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
If successful this vacancy will require a Standard DBS check at a cost of £21.90. This cost will be deducted from your first Trust salary In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £13

Please refer the Job description for details