Administration and Clerical Officer | Walsall Healthcare NHS Trust
| Posting date: | 17 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £22,816 - £24,336 Pro rata |
| Hours: | Part time |
| Closing date: | 17 May 2024 |
| Location: | Walsall, WS2 9PS |
| Company: | Walsall Healthcare NHS Trust |
| Job type: | Permanent |
| Job reference: | 6077101/407-CORPORATE-6077101 |
Summary
This post provides support to the Medical Directorate, in particular to the Revalidation Team and Chief Medical Officer team. The successful candidate will work closely with the Revalidation and Appraisal Manager and Business Manager to provide administrative services, including managing the feedback process for clinicians and collating evidence for revalidation and appraisal.
The successful candidate will have good communication skills to help build working relationships with all colleagues throughout the Trust.
The post holder should have an understanding and overview of the work of the Medical Directorate, including managing all incoming mail, telephone calls, messages and co-ordinating meetings. This will enable the post holder to fully support the wider Medical Directorate team to prioritise and manage their own workload in an informed and effective manner.
The post holder is expected to:
• Provide administrative and system management support to the Medical Directorate and Medical Revalidation Team
• The post-holder will need to have a good degree of interpersonal skills, literacy, numeracy, organisational ability and IT (Microsoft Office) skills and be able to demonstrate and articulate an understanding of the wider work-streams of quality and governance.
The Medical Directorate is led by the Chief Medical Officer, supported by a Deputy and Associate Medical Directors.
The Directorate consists of a number of teams, including Revalidation and Appraisal. The Revalidation team is small and led by the Revalidation and Appraisal Manager, supported by a full time Band 3 Administrator. The team currently manage the revalidation and appraisal process for over 400 clinicians. The post holder will work closely with this team and support the Business Manager with ad hoc administrative requests.
A job description is attached to this vacancy. The main roles and responsibilities of this post are:
Information and Systems Management:
• Update and add evidence to relevant databases and systems
• Have a working knowledge of appropriate Trust IT systems
• Use of email in an effective and professional manner to communicate with other departments, clinical and non-clinical
Communication:
• Communicate professionally and effectively with members of the multidisciplinary team answering queries and resolving issues within your remit and seeking advice and guidance as appropriate to resolve issues.
• Maintain effective communication networks at all levels across the organisation
• Receive and respond to incoming telephone calls and emails responding and managing in a timely manner or forwarding to your line manager as appropriate
• Recording all messages and queries appropriately
• To issue correspondence in accordance with the Medical Appraisal and Revalidation Policy including reminder letters
• Issue correspondence and communication in relation to the job planning programme of work
Organisational:
• Use own initiative to plan time effectively and prioritise all incoming work on a daily basis, including responding quickly, appropriately and communicating clearly in relation to urgent / important and unpredictable issues ensuring a high quality administrative service.
• Support with preparing background information, collate information into reports, produce statistics and create and manage databases as required.
• To support in the organisation and administration of the job planning schedule and programme of work.
• Assist with the arrangement of meetings ensuring appropriate venues and resources are available. Rescheduling as appropriate to ensure maximum attendance and appropriate with attendees schedules of work
• Escalate any problems/issues to the Medical Revalidation and Job Planning Manager to facilitate the smooth running of the job planning programme of work.
• Provide reports as to the progress of the job planning programme of work
• To support in the organisation and administration of the trust appraisal and revalidation process including reports, reminders and data entry in accordance with the trust policy
• Administer the collation of 360 and multisource data for medical appraisee including patient and colleague feedback
• To accurately type multi source feedback summaries on behalf of appraises and appraisers.
• Input and extract appraisal and revalidation data in an accurate and timely manner in readiness for appraisal
This advert closes on Wednesday 1 May 2024
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