About this role
Job summary
JOB PURPOSE
The post holder will provide a comprehensive, quality, and confidential secretarial/administrative service to the Consultant team/clinical professional team in the absence of the PA.
The Assistant PA will be expected to organise their workload and co-ordinate their activities in conjunction with, and supervised by, the PA/ Urology Service Managers to ensure that an efficient service is provided.
The post holder will be capable of the full administrative function within the team, and be able to step-in to fill gaps, to ensure continuity of services. It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive to other colleagues in the administrative team.
Main duties of the job
1. Provide a comprehensive secretarial/administrative service, organising and making arrangements, typing and distribution of documents and reports, recording information and filing, ensuring that all information and documentation is produced to expected standards of performance, and according to agreed timescales,
2. Assist with managing diary commitments by liaising with others, internally and externally, ensuring that all the required preparation is accurate and available, and that all Consultants/clinical professional teams/others are briefed on any difficulties, problems or issues,
3. Maintain constructive relationships with others, within and across Divisions and externally to improve the effectiveness and efficiency of services to patients,
4. Be fully conversant with all required electronic systems for correspondence, including specialist computer systems associated with the management of patients and/or health information, and being able to obtain information using the Internet,
5. Provide information to patients/relatives and carers where appropriate, including agreed information on waiting lists, tests, and referrals, according to agreed guidelines, and in the absence of the PA,
6. Assist with the production of documentation, handbooks, and any relevant information packs, ensuring accuracy, consistency, and completeness of information.
About us
Mid Cheshire Hospitals NHS Foundation Trust provides a full range of local hospital and community services for people across East Cheshire (population 399K) and West Cheshire and Chester boroughs (population 357K).
The Trust provides high quality planned and unplanned/emergency care, cardiac and critical care as well as child health, maternity services, and intermediate care across our sites at Leighton Hospital in Crewe, Victoria Infirmary in Northwich, and Elmhurst Intermediate Care Centre in Winsford.
The Trust provides 500 beds and employs over 5,100 members of staff.
An extensive range of community services is provided across 26 medical centres and schools by our community arm, Central Cheshire Integrated Care Partnership, in collaboration with Cheshire and Wirral Partnership NHS FT and the South Cheshire and Vale Royal GP Alliance.
We have played, and continue to play, a proactive role in the development of Integrated Care plans across Cheshire & Merseyside and our local Cheshire East and Cheshire West Place-based systems. We believe, and it is the cornerstone of our five-year Trust Strategy, there is the opportunity to progress innovative, responsive and effective care in the best setting for the patient, be it in the hospital or out in the community.
At Mid Cheshire, our mission is to inspire hope and provide unparalleled care for the people and communities of Cheshire, helping them to enjoy life to the fullest.
Job description Job responsibilities
JOB DESCRIPTION
JOB TITLE Assistant PA to Urology Consultant Team
PAY BAND Band 3
DIVISION Surgery and Cancer
DEPARTMENT Urology
LOCATION/BASE: Leighton Urology Centre
JOB PURPOSE
The post holder will provide a comprehensive, quality, and confidential secretarial/administrative service to the Consultant team/clinical professional team in the absence of the PA.
The Assistant PA will be expected to organise their workload and co-ordinate their activities in conjunction with, and supervised by, the PA/ Urology Service Managers to ensure that an efficient service is provided.
The post holder will be capable of the full administrative function within the team, and be able to step-in to fill gaps, to ensure continuity of services. It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive to other colleagues in the administrative team.
SERVICE DELIVERY
1. Provide a comprehensive secretarial/administrative service, organising and making arrangements, typing and distribution of documents and reports, recording information and filing, ensuring that all information and documentation is produced to expected standards of performance, and according to agreed timescales,
2. Assist with managing diary commitments by liaising with others, internally and externally, ensuring that all the required preparation is accurate and available, and that all Consultants/clinical professional teams/others are briefed on any difficulties, problems or issues,
3. Maintain constructive relationships with others, within and across Divisions and externally to improve the effectiveness and efficiency of services to patients,
4. Be fully conversant with all required electronic systems for correspondence, including specialist computer systems associated with the management of patients and/or health information, and being able to obtain information using the Internet,
5. Provide information to patients/relatives and carers where appropriate, including agreed information on waiting lists, tests, and referrals, according to agreed guidelines, and in the absence of the PA,
6. Assist with the production of documentation, handbooks, and any relevant information packs, ensuring accuracy, consistency, and completeness of information.
GOVERNANCE
7. Maintain systems and processes to establish and maintain effective communication, and confidentiality of information,
8. Assist with the maintenance of systems and processes to continually monitor standards, e.g. benchmarking, audit, and implement action plans to improve quality of services,
9. Assist the PA/Urology Service Managers to ensure that lessons are learnt from issues arising from risk reports/complaints etc, and that they are promptly and positively addressed,
10. Contribute to the development and implementation of policies, procedures and guidelines related to own service,
11. Ensure compliance with Trust policies, procedures and guidelines, taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care.
MANAGERIAL/LEADERSHIP
12. Act as a role model by demonstrating leadership and expertise, and by maintaining credibility within the Division, the wider health care community and external agencies, ensuring a positive image of the Trust is maintained,
13. Assist with the implementation of local induction programmes for new members of the team,
14. Support the Division in the effective use of resources, e.g. staff, budget, premises, equipment, supplies and materials,
15. Maintain systems and processes to promote monitor and maintain a healthy, safe and secure working environment, ensuring compliance with legal and regulatory requirements, maintaining accurate documentation and reporting any concerns.
EDUCATION/LEARNING
16. Take responsibility for own learning and development by recognising and taking advantage of all opportunities to learn, including full participation in KSF/appraisal, supervision, action learning and by maintaining a professional/personal portfolio of learning,
17. Assist with systems and processes to ensure that learning needs are identified and met, and that all learning is planned, implemented, evaluated and shared in order to change and improve services according to changing health care needs.
CONTINUOUS IMPROVEMENT
1. Support the Trusts commitment to developing a continuous improvement culture by making everyday improvements as part of your job using Improvement Matters, the Trusts single continuous improvement approach
2. Role model the behaviours of an improver displaying; curiosity, humility, compassion, r effective practice, open-mindedness to try new ideas, self-discipline
3. Take personal responsibility for the role you play in actively contributing to creating a culture which promotes learning as opposed to blame and supports colleagues to embrace change
4. Coach and enable others to innovate and make improvements happen in their area of work using Improvement Matters as the Trusts single improvement approach
This job description is an outline of the role and function. It is not intended to describe all specific tasks.
All staff at MCHFT have a responsibility to:
Maintain active registration status
Always act in accordance with professional Codes of Conduct and guiding documents
Where applicable, always act in accordance with the Code of Conduct for NHS Managers,
Maintain up to date skills and knowledge
Maintain an awareness of patient led service issues
Maintain a professional/personal portfolio
Adhere to all Trust policy, procedures and guidelines.
Adhere to Trust values, standards of behaviour and expected performance
Comply with Infection Prevention and Control (IP&C) policies and procedures and be personally accountable for actions
Work in accordance with local procedures and report health and safety risks and issues
Where applicable to participate in and provide data on the efficacy of treatment
All Managers should undertake the online IOSH Managing Safely course. This is mandatory for clinical staff above a band 6 who manage people
Mid Cheshire Hospitals NHS Foundation Trust is looking to ensure that we provide equity of services across seven days of the week.
Person Specification
Experience Essential
Admin/Secretarial Experience Qualifications within approved typing Communication skills and ability to work effectively in a small team
Desirable
Medical Terminology Keen to continue self learning/training Keen to train for advanced communication
Communication Essential
Excel and word documents Computer skills Interpersonal skills
Desirable
Works well in a team
Skills Essential
Precise attention to detail Reading Delegation ability to act up into PA role
Desirable
Willing to help train other staff
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Mid Cheshire Hospitals NHS Foundation Trust
Address Urology Outpatients
Leighton Urology Centre, Leighton Hospital
Crewe
CW1 4QJ
United Kingdom
Employer's website https://www.mcht.nhs.uk/ (Opens in a new tab)