Job overview
The Team Lead role provides an invaluable patient focused service, working within the Private Care unit of the hospital for consultant surgeons and physicians. The main responsibilities will be processing and typing referrals to other organisations, dealing with patient queries and providing a high quality secretarial, administration service at a leading Cancer Centre which prides itself on clinical excellence.
It will also include supervising the work of a team of Medical PAs/Secretaries. This will include the undertaking of performance appraisals and objective setting for staff, managing local recruitment processes and managing staff in relation to Trust policy and procedure, with the support of the Business Administration Manager.
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.
Main duties of the job
Patient access to healthcare professionals and subsequent treatment planning in the specialist hospital
setting relies upon good quality organisational and administrative support. The medical secretary is often
the first point of contact for users of the Trust’s services, and is central to the co-ordination and effective
functioning of the Clinical Unit Team.
The post holder will be responsible for the provision of an efficient secretarial service to a Consultant
team within the Clinical Unit. They will liaise with all colleagues within the multidisciplinary team, and
with internal departments and external agencies to ensure the continuity of patient treatment.
Detailed job description and main responsibilities
1. To assist with arrangements for patient admissions, liaising as necessary with the medical team, diagnostic departments, admissions office, transport desk etc.
2. To liaise as necessary with the Senior Sister and clerical supervisors within Outpatients to ensure
effective clinic management (for example, cancelling, reducing and overbooking of clinic lists).
3. To manage local team meetings and attend secretarial lead team meetings, escalating serious problems to the attention of the Assistant Service Manager.
4. Jointly arrange and provide cross cover with the other team leads, supported by the Business Administration Manager.
5. To support other departments during times of extreme staff shortage or increased workload to
ensure that the Trust provides a continued service to its patients.
6. To supervise the work of Medical PAs/Secretaries, depending upon team arrangements. This will
include the undertaking of performance appraisals and objective setting for staff, managing local
recruitment processes and managing staff in relation to Trust policy and procedure, with the
support of the Business Administration Manager.
Person specification
Education/Qualifications
Essential criteria
7. Educated to degree level or equivalent
Desirable criteria
8. Association of Medical Secretaries and Practice Managers Receptionists (AMSPAR) qualification or equivalent
9. Customer care course/experience
Experience
Essential criteria
10. Previous experience working as a highly effective PA
Desirable criteria
11. Experience of working in a hospital of healthcare environment
Skills/Abilities/Knowledge
Essential criteria
12. Full range of IT skills, including spreadsheet analysis
13. Ability to work pro-actively and cooperatively with senior management and clinical and admin staff
14. Audio typing skills (60 wpm min)
15. Minute-taking skills
Personal Skills
Essential criteria
16. Ability to work effectively within a team and to manage and motivate others
Experience
Essential criteria
17. Excellent interpersonal skills with particular ability to liaise and communicate effectively with multi-disciplinary team members
18. Experience of effectively managing challenging/conflict situations
19. Ability to handle sensitive information without compromising confidentiality or trust
20. Experience of training and developing junior staff
Desirable criteria
21. Previous experience of effectively leading, managing and developing staff
22. Evidence of good leadership qualities including ability to motivate others
Skills/Abilities/Knowledge
Essential criteria
23. Excellent communication skills across the organisation and with a wide range of staff with differing levels of responsibility and different professional backgrounds
24. Ability to make decisions, organise and priories a varied workload, to use own initiative and work unsupervised
Desirable criteria
25. Ability to use Royal Marsden HIS/EPR system
26. Report writing skills
Personal Skills
Essential criteria
27. Commitment to self-development
28. Commitment to promoting equality and diversity in the workplace and in service delivery and development
The Royal Marsden values diversity and is committed to the recruitment and retention of underrepresented minority groups. We particularly welcome applications from Black, Asian and minority ethnic candidates, LGBTQ+ candidates and candidates with disabilities.
As a Disability Confident Employer, we are working to create a workplace that enables all staff to reach their full potential. We are committed to this because we know that greater diversity and inclusion will lead to an even greater positive impact for the people we serve.
Due to the high volumes of applications we receive, we reserve the right to close any adverts before the published closing date once we have received a sufficient number of applications. We advise you to submit your application as early as possible to prevent disappointment. Please ensure your information is accurate to avoid errors with processing your application
Flu Vaccination – What We Expect of our Staff
At The Royal Marsden we have an immune compromised patient population who we must protect as much as we can against the flu virus. Each year, seasonal flu affects thousands of people in the UK. Occurring mainly in winter, it is an infectious respiratory disease capable of producing symptoms ranging from those similar to a common cold, through to very severe or even fatal disease.
The wellbeing of our staff and patients is of the upmost importance to us, and it is the expectation of The Royal Marsden that all patient-facing staff have an annual flu vaccination, provided free of charge by the Trust.
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