Anaesthetic Medical Secretary

Job overview

An exciting opportunity has arisen to join the Anaesthetic Medical Secretary team at East Lancashire NHS trust.

The role of the Anaesthetic Medical Secretary is to provide effective delivery of administration support for a number of Consultants and their associated medical personnel /teams within the Anaesthetic, Critical Care and Acute Pain Directorate.

The requirement will be to provide a personalised confidential administrative support service to the Clinical Director and directorate.

Support in the daily management of a complex rota for the department – medical staff.  Excellent communication skills are required and the ability to prioritise duties in line with the requirement and service needs.

This position requires extensive, complex planning to ensure that medical staff are placed effectively, according to skill mix and experience under the guidance of the Rota masters. It is essential that annual leave, sickness, study leave and other unplanned leave are managed to ensure sufficient cover at all times. Progress of the rotas to be monitored, and adjusted as necessary on a daily basis to maintain a robust, quality service and to ensure all service needs are met.

The post holder will be based at Burnley General Hospital.  There will be a requirement for flexible working across the two sites.

Main duties of the job

Are you interested in an important and challenging role within the Anaesthetic and Critical Care Department at East Lancashire Hospitals.

We are currently looking for a suitably qualified and experienced Secretary/PA to join our Team to provide a secretarial role for the department.

You will need to work accurately and methodically, meet deadlines, show attention to detail, work as part of a team but use your own initiative.

You will need to be flexible and pro-active, able to respond and adapt to the varying demands and changing circumstances in our busy department.

Resilience is an important quality to success in this role as is the ability to plan and organise your own workload.

Detailed job description and main responsibilities

• Providing Secretarial support to the Directorate
• The post holder will be expected to work without supervision on a regular basis, given the nature of the workload. They will need to decide when to involve the leads for particular issues and take the necessary action.
• Manage the rota using the CLW system – ensuring all duties are covered and the system is updated with all changes, rota swaps, leave requests, extra duties, on call.
• Attend the weekly scheduling meeting.
• Arrange cover for additional theatre sessions, sickness cover or changes as they arise.
• Converting data from the database to graph format – knowledge of Microsoft packages to produce reports.
• Typing up coroners reports and any reports as required.
• Typing letters from Pre-Assessment.
• Correspondence as requested by the Consultants and doctors within the department.
• Ensuring all appropriate documentation is completed for new starters and trainees.
• Develop and manage the rotas for trains across all areas of the department including ICU, Obstetrics, Theatre, on call etc.
• Maintain accurate database records for area within the Directorate and Acute Pain.
• Maintain accurate reporting systems for sickness and ensuring the process is implemented and adhered to by the staff within the department.
• Deal with telephone and general enquiries, ensuring appropriate messages are relayed,initiating action on routine matters or ensuring fuller action is taken.
• Issuing bleeps to new personnel on appointment and rotation of the junior doctors.
• Attending the Induction programme for trainees and new starters