Clinical PA/Coordinator Obstetrics

Job overview

The post holder will provide comprehensive secretarial and administrative support within the Division of the Obstetric Unit. The post holder's main duties will include planning, organising, directing and coordinating the work of the department, diary management, meeting arrangement and booking, document creation, leave management, minute taking and minute generation, and email management as agreed.

The post holder will be a key interface for patient enquiries, correspondence, and supporting clinicians in managing clinical pathways, including results and information requests.

The post holder will be the key to administrative contact with the clinical teams and divisional managers. The post holder will also be expected to work with minimum supervision. They will be able to demonstrate flexibility and use their initiative to carry out duties in such a way as to make a direct and positive contribution to the organisation, thus enabling the Consultants to utilise their time efficiently and effectively. The post holder will provide a confident professional service to all patients whilst supporting them throughout their care pathway. Confidentiality must always be maintained. The post holder must adhere to Trust Policies and Procedures at all times.

Main duties of the job

• Provide a professional clinical personal assistant service to an agreed set of clinicians.
• Provide expert support in using administrative software such as Microsoft applications,
• Provide administrative support to plan and organise MDT meetings as required.
• Liaise with clinical and non-clinical staff to resolve any issues that may arise to the mutual benefit of all concerned.
• Attend and contribute to departmental meetings, team briefs etc.
• Proactively manage telephone calls; many may be sensitive from patients/carers or other healthcare professionals.
• Responsible for providing accurate, up-to-date, non-clinical advice relating to queries in the department.
• Typing of minutes of meetings.
• Assist the management team in addressing any complaints within the agreed timescales which may have been received within the department.
• Undertake a key role in ensuring the delivery of a high-quality patient pathway by working closely with clinical teams to meet national and locally agreed targets by monitoring clinic templates and waiting lists and working closely with the management team to address any issues.
• Support the day-to-day organisation of the clinical teams by managing diaries, coordinating meetings, and ensuring appropriate documentation is available
• Proactively support the confirmation of the Clinician's availability, including managing consultant's diaries and annual leave and ensuring the correct clinics are open/closed accordingly.

Detailed job description and main responsibilities

The post holder will provide comprehensive secretarial and administrative support to designated clinical teams as described as receiving support in the Service Specification. Undertaking a range of duties including diary management, meeting arrangement and booking, document creation, leave management, minute taking and minute generation, email management as agreed.

The post holder will be a key interface for patient enquiries, correspondence and for supporting clinicians’ in managing clinical pathways including results and information requests. The post holder will be the key point for administrative contact with the clinical teams and divisional managers.