Job Description

This post is based at the Sutton site working to provide an invaluable patient focused service, and to support the consultant in the GI and Lymphoma unit. The main responsibility will be to provide a high quality administration service at a leading Cancer Centre which prides itself on clinical excellence.

The successful candidate will be enthusiastic and experienced, who enjoys patient contact and working in a multi-disciplinary environment to support the delivery of a quality service. You must be able to demonstrate good communication skills, flexibility, reliability and have an organised approach to work.

Due to the nature of the role, we are looking for a dependable and highly adaptable individual who is able to work independently and has the ability to fit in quickly as part of a team.

This role is an excellent opportunity to develop your administrative skills in a fast moving and dynamic department within the NHS.

The role of the Medical P.A. is key to the efficient management of the consultant firm. Patient access to healthcare professionals and subsequent treatment planning in the specialist hospital setting relies upon well-co-ordinated organisational and administrative support. The role of the Medical P.A. has been introduced at the Trust to strengthen the secretarial service, and this job description outlines the responsibilities that the post is likely to encompass. However, a number of the posts differ in their emphasis depending upon the size of the consultant’s clinical practice and administrative team, and whether he / she also has an Administrative P.A. and / or a Medical Secretary(s).

The Royal Marsden NHS Foundation Trust is a world-leading cancer centre. Our role is to offer our patients the best cancer care available anywhere in the world, and to continue to make a global contribution to finding better ways of diagnosing and treating cancer. We employ over 4,500 staff in a diverse range of careers including nursing, medical, science, radiography, pharmacy, occupational therapy, finance and administrative services. We have two hospitals – one in Chelsea, London, and one in Sutton, Surrey – as well as a Medical Daycare Unit in Kingston Hospital

At The Royal Marsden, we deal with cancer every day, so we understand how valuable life is. When people entrust their lives to us, they have the right to demand the very best. That's why the pursuit of excellence lies at the heart of everything we do.

At the heart of the hospital is our dedicated team. We offer a stimulating and dynamic working environment, a wide range of staff benefits and learning and development opportunities. We are looking for employees who aspire to excellence, share our values and can play a crucial role in our on-going achievements.

For further informationpleaserefer tothe Job Description/Person Specification

The difference between the role of a Medical P.A. and that of a Medical Secretary is the level of responsibility. To undertake a Medical P.A. position, the post holder will need to either:

Be the only secretarial member of staff working for the consultant, and hence will be required to cover a wide range of duties incorporating diary management and the co-ordination of all clinical / administrative / academic work.

Or:
Take the lead role in the organisation of a consultant’s clinical practice (including the line management of other secretarial staff) where the size of the consultant’s practice justifies more than one member of staff to support it.

The post holder will be responsible for the provision of a comprehensive Medical P.A. service. He/she will liaise with all colleagues within the multidisciplinary team, and with internal departments and external agencies to ensure the continuity of patient treatment.

This is a general job description, which may be developed over time to meet the specific needs of the Clinical Unit, in conjunction with the post holder.

SECRETARIAL

To act as the first point of contact for users of the service, and to proactively deal with telephone enquiries from patients, their Carers, GPs and colleagues in other hospitals in a professional manner.

To type and distribute clinical and general correspondence for both NHS and private patients in line with Trust standards.

To process new patient referrals within Trust and nationally agreed time frames, enabling compliance with quality standards for the diagnosis and treatment of cancer.

To open and action his / her own electronic and paper mail and that of the consultant team, at least once a day.

To input and maintain patient diagnoses and current clinical unit data on the Hospital Information System, and other patient-related information as required.

To keep a record of the movement of medical records passing through the secretarial office, and to maintain the notes (e.g. filing of correspondence and results) to enable continuity of care.

To deal with private patients and overseas visitors in accordance with the working methods of the relevant consultant(s) and in line with Trust systems and policies.

To assist with arrangements for patient admissions, liaising as necessary with the medical team, diagnostic departments, admissions office, transport desk etc.

To pro-actively liaise with the Senior Sister and clerical supervisors within Out Patients to ensure effective clinic management (for example, cancelling, reducing and overbooking clinic lists.)

ADMINISTRATIVE

To maintain an up-to-date diary, including the organisation of meetings and seminars as requested by the Consultant(s), and making him/her aware of changes as they occur.

To make travel arrangements on behalf of the Consultant(s) in accordance with Trust policies, and to arrange accommodation for visiting doctors as required.

To have responsibility for the input and maintenance of good quality data.

To establish and manage a bring-forward system.

To undertake general office duties as required, including photocopying, faxing, filing and date stamping of correspondence.

To ensure that stationery and office equipment is used efficiently, and that any needs are brought to the attention of the appropriate manager.

To administer donations relating to charitable funds and the Consultant’s research account, in liaison with the Finance Department and in accordance with Standing Financial Instructions.

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