Detailed job description and main responsibilities

The main duties of this role are

• 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.