Admin and Revalidation Assistant

Job overview

• To provide an efficient secretarial and administrative support to the Medical Directorate team which comprises of Medical Director and 3 Deputy Medical Directors.
• To maintain current systems and process to support the Medical Directorate function, which supports the provision of medical cover to a range of services in the Trust.
• To provide PA support to the medical management team as required       and provide cover for colleagues.
• To maintain current systems and processes to support Doctors’                revalidation.
• To provide administrative support to the the internal serious incident        review processes which includes taking notes
• To project the professional image of the Directorate demonstrating excellent interpersonal and communication skills with internal and external contacts.
• To adopt a constantly flexible approach to ensure that all individual and Directorate objectives are completed efficiently and within given timescales.
• To maintain confidentiality at all times.

Main duties of the job

• To undertake administrative duties as required by the service including meeting notes, diary management, maintenance of spreadsheets to track activity, processes and record keeping that support doctors in their roles.

• To provide PA support to the medical management team as required.

• To undertake senior office administrator duties as required, through effective use of a variety of communication methods including telephone, email and MS teams.
• To assist in the monitoring and maintenance of key revalidation processes and systems for the Trust, which includes appraisal, job plans and complaints.  To ensure that doctors are compliant with their responsibilities in these areas and escalate in a timely and appropriate manner when issues of non-compliance arise.
• To provide support to doctors on the use of the e-revalidation system SARD JV, ensuring that the system is utilised, maintained and updated appropriately.
• Take minutes of meetings as required including internal review meetings and meetings with relatives/carers regarding serious untoward incidents, the content of which may be distressing or disturbing.

Detailed job description and main responsibilities

To undertake administrative duties as required by the service including meeting notes, diary management, maintenance of spreadsheets to track activity, processes and record keeping that support doctors in their roles.

• To undertake senior office administrator duties as required, through effective use of a variety of communication methods including telephone, email and MS teams.
• To provide administrative support to the department which may include producing letters, reports, memos, meeting notes, the booking of appointments using Microsoft Office programmes (Big Hand, Outlook, Word, Power Point, Excel, MS Teams).
• Forward planning of resources to operate the directorate, including ordering of service materials / resources and processing invoice payments.
• Create formal reports using database and spreadsheets for others as requested.
• Be able to work to deadlines as required by the service needs.
• Input and store data and information and collect, collate and report routine and simple data and information.
• Provide and receive complex and sensitive information between work colleagues and service users using tact and diplomacy.
• To communicate with a variety of people on a range of matters and keep accurate and complete records consistent with the Trust’s policies and procedures.
• To ensure any queries/complaints are dealt with appropriately following the Trust’s policies at all times referring to the appropriate department as necessary.
• Maintain personal development and mandatory training, take an active part in learning opportunities; keep an up to date record of own development review process.
• Work as part of a team, sharing responsibilities and supporting colleagues to deliver a high quality service
• Minimise health & safety and security risks to self and others; following procedures to report incidents that put health and safety and security at risk.
• Make changes in own practice and offer suggestions for improving services and pass on to the appropriate person.
• Maintain quality in own work and encourage others to do so, working as an effective and responsible team member prioritising own workload and organise own work to meet timescales.
• Act in ways that support equality and value diversity.  Treat everyone with whom you come in contact with dignity and respect and recognise and report behaviour that undermines equality and diversity.
• Receive and make telephone calls, taking messages, dealing with telephone and email enquiries appropriately and ensuring accurate and timely communication of messages
• Assist in the organisation of meetings and conferences including arranging venues, hospitality and ensuring correct documentation is available.
• General administrative duties such as post, invoices and use of centros, filing and any other appropriate duties.
• Maintain accurate and efficient filing systems, both electronically and on paper, ensuring strict confidentiality of client/staff identifiable information.
• To assist in the monitoring and maintenance of key revalidation processes and systems for the Trust, which includes appraisal, job plans and complaints.  To ensure that doctors are compliant with their responsibilities in these areas and escalate in a timely and appropriate manner when issues of non-compliance arise.
• To provide support to doctors on the use of the e-revalidation system SARD JV, ensuring that the system is utilised, maintained and updated appropriately.
• To assist in maintaining a database of medical appraisers ensuring that all appraisers are supported to have the required knowledge, skills and competence to under their role as appraisers in line with quality assurance framework.
• To provide advice and guidance, as appropriate, on the relevant processes and policies.
• To be a point of contact for doctor’s study leave and expenses; ensuring it is processed and recorded in a timely and efficient manner.
• To organise and make appropriate arrangements for the scheduling of serious incident review meetings and follow up relatives meetings. Including the maintenance of appropriate records, sending invitations, distributing papers etc.
• Take minutes of meetings as required including internal review meetings and meetings with relatives/carers regarding serious untoward incidents, the content of which may be distressing or disturbing.
• Actively manage own well-being, recognising that some of the content encountered in the delivery of regular duties may be challenging
• To provide cover for colleagues in their absence.