Assistant Personal Assistant - APA - ENT

Job overview

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/Support Manager 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

• To be proficient in the use of DCS/Meditech and other Trust computerised systems.
• To work with PA to ensure that accurate information is obtained and recorded.
• Typing of clinic letters within appropriate timescales.
• Answering telephone queries.
• To be responsible for ensuring that patients’ waiting times are validated and accurately reflected within the RTT PTL in line with Department of Health guidance relating to RTT
• To assist in the delivery of 18 Weeks by using own initiative to interpret and apply judgements to patient pathways to ensure compliance with national 18 Week guidance.
• Cover in absence of PA.
• Assist PA in various other tasks.

Detailed job description and main responsibilities

• 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,

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,

Maintain constructive relationships with others, within and across Divisions and externally in order to improve the effectiveness and efficiency of services to patients,

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,

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,

Assist with the production of documentation, handbooks, and any relevant information packs, ensuring accuracy, consistency and completeness of information.

GOVERNANCE

• Maintain systems and processes to establish and maintain effective communication, and confidentiality of information,

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,

Assist the PA/Support Manager/Service Manager to ensure that lessons are learnt from issues arising from risk reports/complaints etc, and that they are promptly and positively addressed,

Contribute to the development and implementation of policies, procedures and guidelines related to own service,

• 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

• 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,

Assist with the implementation of local induction programmes for new members of the team,

Support the Division in the effective use of resources, e.g. staff, budget, premises, equipment, supplies and materials,

• 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

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,

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.

This job description is an outline of the role and function.  It is not intended to describe all specific tasks.