Personal Assistant (FTC 6 months)

Main Purpose of Job

Responsible for the effective and efficient delivery of a high-quality patient centred service, working in close collaboration with key stakeholders from MSG, HSC and other external healthcare providers. This role will involve providing an exceptional PA and medical secretarial service to the Consultants within the organisation

Distinguishing Features

Possess effective communication skills required to interact with key stakeholders from MSG, HSC, external agencies and service users alike. To have a versatile approach to work, with the ability to work on own initiative as well as part of a team adapting readily to new work situations. Performs a wide variety of responsible complex administrative, technical and secretarial duties requiring initiative, independent judgement, resourcefulness and an extensive working knowledge of the organisation and its programs. A proportion of the role entails dealing with confidential and sensitive matters requiring a high degree of respect, discretion, diplomacy, tact and empathy with the ability to remain calm under pressure.

Main Duties

• Types letters from the outpatient clinic attendance, referral letters, medical reports and other correspondence using the digital transcription services as part of the letter generation process.
• Acts as a Personal Assistant to the consultants and allied health professionals, managing their diary and providing administrative and secretarial support.
• Manages telephone/face to face enquiries in a caring and professional manner, sensitive to the needs of the patients and be able to respect patient confidentiality.
• Provides a comprehensive support service to the consultants including administration, e-mailing, typing letters, reports, filing, photocopying, scanning, arranging study leave, minute taking, travel arrangements and post distribution.
• Co-ordinates clinics, i.e. liaising with other PAs, consultants, allied health professionals and patients to arrange appointments, ensuring the waiting times adhere to the States Contract wherever possible.
• Establishes links with various external agencies as appropriate, to ensure the smooth flow of information on referrals, the co-ordination of tests/hospital investigations, provision of medical equipment etc.
• Arranges investigations appointments for patients to have appropriate tests e.g. blood tests/ECG Treadmills/x-rays etc at the information concerning patients to the computerised patient system, TrackCare.
• Obtains and tracks patient notes to and from the Consultant's office.
• Provides cover for colleagues on annual or sick leave and to assist with ensuring that the department is staffed during normal working hours.
• Any other duties commensurate to the post.

Performance Indicators

·         Communicates with a range of stakeholders on a range of subjects in a format that is appropriate to them and            the situation.

·         Keeps accurate and complete records consistent with legislation, policies and procedures.

·         Coordinates activities ensuring that they run effectively and efficiently.

·         Takes responsibility for own personal development and takes an active part in learning opportunities.

·         Acts responsibly as a team member and seeks help if necessary. Keeps accurate/complete records of                        activities and communications

·         Prioritises own workload.

·         Ensures all files and records are accurate and up-to-date.

·         Ensures databases contain accurate and up-to-date information.

·         Ensures enquiries are handled efficiently, promptly and appropriately.

Competencies

Person Qualities

·         Integrity

·         Diplomacy

·         Positive Attitude

·         Enthusiastic

·         Dependable

·         Ability to use initiative.

·         Resilient

 

Communication

·         Ability to build effective working relationships with a range of key stakeholders.

·         Ability to listen and effectively interpret and understand information provided.

 

Work Ethic

·         Commitment to ensuring high standards and quality of work is maintained.

·         Provides a flexible and adaptable approach to work.

·         Ability to provide proactive approach identifying and anticipating issues before they occur.

·         Ability to work as part of a team as well as use own initiative.

 

Specific

·         Ability to demonstrate proven administrative and secretarial based skills.

·         Ability to utilise Microsoft Office packages at an intermediate or advanced level.

·         Proficient writing skills with the ability to demonstrate sound grammatical technique.

 

Learning & Development

·         Takes ownership for own learning & Development.

Required/Desirable Qualifications and Experience

Required

·         Proven secretarial experience

·         Audio typing

·         Evidence of proven organisational and administrative skills

·         Proficient in the use of Microsoft Office Suite including email, Excel and Word.

·         Excellent communication skills both oral and written.

·         Polite, professional, friendly and empathetic manner.

·         Ability to organise and prioritise own workload and time management skills.

 

Desirable

·         Knowledge of medical terminology