Appraisal & Revalidation Administrative Support Officer in Wigan

The post holder should display excellent written, presentation and verbal communication skills in liaising with Senior Medical Staff, other team members, Trust personnel and external bodies. The ability and commitment to work as an effective team member is essential. The post holder should display professionalism when representing the department.

Main duties of the job:

• Assist in maintaining the appraisal database for medical staff and maintain the document and data control process within the Appraisal and Revalidation Team using defined systems.
• Accurate recording of doctors’ appraisal dates on the spreadsheet.
• Ensure that the database and individual records are held securely and always treated as confidential.
• Assist in maintaining the master electronic system (Clarity) to store and access appraisal information electronically.
• Contact doctors via email 12 months before their revalidation date to trigger patient and colleague survey(s).
• Issue any relevant progress reports to the Appraisal and Revalidation Manager.
• Help the Appraisal and Revalidation Manager troubleshoot IT issues with the appraisal systems and work with third party suppliers as appropriate to develop and test the system.
• Provide aid and guidance to senior medical staff on the use of the appraisal system.
• Correlation of all documentation, logging, filing and distribution, ensuring an accurate audit trail is maintained.
• Control the quality system within the Appraisal and Revalidation Team, capturing all relevant processes, and review regularly.
• Attend and minute meetings as required, maintaining a log of required actions and decisions.
• Pro-actively manage the actions log providing updates as required by the Appraisal and Revalidation Manager.
• Provide administrative support with all aspects of work relating to Revalidation (including patient survey packs, recording, collation, processing and colleague surveys).
• Undertake general administration duties including typing, photocopying, scanning, distributing and filing all correspondence, dealing with incoming mail/email and telephone calls/enquiries.
• Raise PO numbers for software and non-stationary items.
• Distribute SI/Complaints/Audit Attendance information on a yearly basis and send to doctors.
• Maintain an effective ‘bring forward’ system, ensuring that deadlines are adhered to and action is taken as appropriate.
• Extract Medical Educator Reports from the electronic appraisal system and forward to the Medical Education Team.
• Provide secretarial support to the Appraisal and Revalidation Team as required.

Person specification:

Experience:

• Significant administrative/secretarial experience including initiating and maintaining office systems.
• Ability to work within a high-pressure environment.
• Excellent knowledge and understanding of MS Word and associated packages, especially Excel.
• Knowledge of Medical Appraisal and Revalidation process.

Qualifications:

• Minimum GCSE English Language or equivalent.
• RSA 2 (or equivalent) Typing/WP ability.
• NVQ 3 or equivalent portfolio of evidence.
• ECDL.

Skills:

• Organisational abilities, able to work under extreme pressure and to tight deadlines.
• Use of initiative and ability to work unsupervised.
• Ability to use initiative, judgement to critically analyse and resolve problems, seeking advice/assistance where appropriate.
• Excellent interpersonal skills, the ability to communicate effectively with all members of the revalidation team, senior doctors, internal and external stakeholders.
• Must be a self-starter who will approach tasks in a co-ordinated manner and with sensitivity, ensuring tasks are completed efficiently and on target, with minimum supervision.
• Previous NHS Admin Experience.
• Ability to produce documents to a high standard.

Knowledge:

• Understanding of the Medical Appraisal and Revalidation process.

Additional:

• Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.