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 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.

Key Responsibilities

Provide effective administrative support for the Trust’s medical appraisal, revalidation and job planning programmes.

Maintain and update relevant databases, systems and records accurately, using appropriate Trust IT systems.

Communicate professionally with clinical and non-clinical colleagues by email and telephone, responding to queries, recording messages and escalating issues where required.

Issue correspondence, reminders and communications in line with Medical Appraisal and Revalidation policies and job planning requirements.

Prioritise workload effectively, responding appropriately to urgent or unexpected matters while maintaining a high-quality administrative service.

Prepare and collate information, reports and statistics and maintain databases as required.

Support the organisation and administration of job planning schedules, meetings and associated programmes of work.

Monitor progress and provide reports, escalating issues to the Medical Revalidation and Job Planning Manager where necessary.

Support appraisal and revalidation processes, including reminders, data entry and preparation of information.

Collate 360-degree and multisource feedback, including patient and colleague feedback, and accurately prepare feedback summaries.

Input and extract appraisal and revalidation data accurately and within required timescales.

As the only provider of NHS acute care in Walsall, we offer a unique opportunity to be part of a Trust making a genuine difference to local health outcomes. The Trust is a busy district general hospital offering compete range of acute services, alongside extensive community services.

A new Urgent Emergency Care Centre was opened in March 2023. The two-storey development has significantly improved emergency care facilities and capacity and has provided almost 5,000 square metres of additional clinical space.

Our strategy is aligned to delivering exceptional care together while supporting a workforce that reflects the communities we serve. We offer clear career development pathways, access to training and education, and opportunities to contribute to service innovation and improvement.

Key Responsibilities

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