Careers

Title: Executive PA

Reports to: Dr Richard Carroll, Consultant Cardiologist and Co-director of Promethian Medical Ltd

Accountable to: Dr Richard Carroll and Dr Cath Rodgers on behalf of Promethian Medical Ltd

Scope of the Position:
A natural vacancy has occurred in the office of one of London's leading Consultant Cardiologist's who is based in St Johns Wood. He also has non-executive capacity in a consultatory role to city companies such as Chase PR, Medicentre and Casualty Plus. He is also on the Advisory Boards of a number of international Pharmaceutical Companies.

It is a busy private practice and you will be responsible for the scheduling and maintenance of clinics based at the Hospital of St John's and St Elizabeth's, London Bridge Hospital and the Portobello Clinic in Notting Hill and one operating list per week. As well as his private practice, there will be integration of this into his NHS practice and, moreover, the scheduling of multiple meetings across the city with complex and competing requirements for his time. You will act with an executive role for his timetable and diary and will also be responsible for the arrangements of his travel.

Your role is supported by a dedicated Office Assistant who is also based in St Johns Wood. As Dr Carroll's work evolves, it is envisaged that the PA role will evolve simultaneously.

You will have a track record of being a self-assured and confident PA up to Executive PA level with impeccable time management and people management skills as there is a high degree of client contact. Medical experience is desirable but not essential for the appropriate candidate and experience in corporate life is an additional feature we would look for. Remuneration will be appropriate to previous scale and experience but additional bonus's based on performance, particularly with reference to his corporate activity, will be established pro-rata.

Education:
Essential: GCSE's including English and Maths grades C and above.
Desired: Third level education

Skills:
Essential: Microsoft office suite. Good level Microsoft Word, Excel and Outlook. An ability to learn new software packages as required.
Excellent command of English spelling, grammar and numeracy
Desired: Use of specialist software including PIMs, Midex Pro.
Audio typing to a good speed.

Core responsibilities:
The day to day running of his practice requires someone who is highly organised and able to work independently and within the multidisciplinary team within the hospital.

General – Diary management including co-ordination of travel, meetings and clinical commitments; general administration; communicate in a polite, sensitive and helpful manner; seamless interface with clients; taking minutes (rarely)

Office management – ensure the smooth running of the office using appointment systems and equipment; ensure office equipment and stationery stocks are ordered and maintained.

Clinic preparation – booking appointments; preparing clinic files, ensuring all test results are present etc.;

Booking operations - liaising with other professionals to receive and send patients; facilitating patients' cardiology work up; contacting appropriate hospital catheter laboratories or operating theatre; booking overnight stay or day bed as appropriate; providing full information to patients (notes and templates available); booking outpatient tests and investigations.

Document control – maintain filing systems for practice, digital audio-typing, liaising with typing service responsible for digital audio files; proof-read and send medical and non-medical documents; downloading, printing and photocopying as required.

Booking meetings internally and externally

Accounts – prepare, issue and reconcile invoices using templates on Midex Pro; credit control and account report using appropriate software

Web management; updating, additions and deletions; re-modelling

Personal Skills:
Previous office experience; professional working manner with ability to be assertive when required; excellent verbal communication skills with public and allied workforce; multi-tasker with ability to use own initiative and make decisions; excellent time management and prioritisation; friendly, amicable and happily self motivated

Confidentiality:
The handling of confidential client material in a sensitive and discrete fashion in accordance with the Data protection Act of 1984.

Data Protection Act:
The post holder must not, without prior permission, disclose any information regarding clients. Communication to an unauthorised person may result in dismissal. The Data Protection Act 1984 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.

Health and Safety:
The post-holder must be aware of the responsibilities placed upon them under the Health and Safety at Work act 1974, to ensure that the agreed safety procedures are carried out to maintain a safe working environment for clients, visitors and employees. The Hospital of St John's and St Elizabeth's hold statutory training days for all staff working within the hospital.

Terms and Conditions of Empolyment:
This post is exempt from the Rehabilitation of Offenders Act 1974 and this means that any criminal conviction must be made known at the time of application. A CRB check will be requested.

Salary scale is £22,000 - £28,000 subject to experience and negotiation. The post-holder will be offered a mutually agreed probationary period of 6 weeks before a substantive contract is issued. We welcome individuals who wish to work under Schedule D.

Bonus will be available subject to exemplary performance.

20 days paid annual leave; annual maximum of 5 paid sick days; notice period of 5 weeks.

Review of this job description:
This job description is intended as an outline of the general areas of activity and will be amended in the light of the changing needs of the practice. To be reviewed in conjunction with post-holder.

Closing Date for applications: Friday 4th March 2011