Assistant Personal Assistant - APA - ENT

Responsibilities

• Provide comprehensive, quality, and confidential secretarial/administrative services to the Consultant team/clinical professional team in the absence of the PA.
• Organise workload and coordinate activities in conjunction with, and under the supervision of, the PA/Support Manager to ensure an efficient service.
• Perform the full administrative function within the team and step‑in to fill gaps to ensure continuity of services.
• Exercise initiative suitable to the role and fully support other colleagues in the administrative team.
• Be proficient in the use of DCS/Meditech and other Trust computerised systems.
• Work with the PA to ensure that accurate information is obtained and recorded.
• Type clinic letters within appropriate timescales.
• Answer telephone queries.
• Ensure that patients’ waiting times are validated and accurately reflected within the RTT PTL in line with Department of Health guidance relating to RTT.
• Assist in the delivery of 18 Weeks by using own initiative to interpret and apply judgments to patient pathways to ensure compliance with national 18‑Week guidance.
• Cover in absence of the PA.
• Assist the PA in various other tasks.
• Organise and make arrangements, type and distribute documents and reports, record information and file, 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 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 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 be 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.
• Maintain systems and processes to establish and maintain effective communication, confidentiality of information, continual monitoring of standards (benchmarking, audit) and implementation of 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 if practice contravenes policy or if there is concern about any aspect of patient care.
• Act as a role model by demonstrating leadership and expertise, 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 (staff, budget, premises, equipment, supplies and materials).
• Maintain systems and processes to promote a healthy, safe and secure working environment, ensuring compliance with legal and regulatory requirements, maintaining accurate documentation and reporting any concerns.
• Take responsibility for own learning and development, recognising and taking advantage of all learning opportunities, including full participation in KSF/appraisal, supervision, action learning and 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,…