NHS EDUCATION FOR SCOTLAND - DOC by tyndale

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                                               NHS EDUCATION FOR SCOTLAND
                                             JOB DESCRIPTION - AGENDA FOR CHANGE



1.    JOB DETAILS

JOB TITLE                                            Administrative Assistant (Job Share)

DEPARTMENT AND LOCATION                              General Practice Section, West Region

IMMEDIATE MANAGER’S TITLE                            GP Office Manager / PA to Director of Postgraduate General Practice
                                                     Education


2. JOB PURPOSE

To provide effective administrative support to the organisation and management of the GP Retainer Scheme, GP
Vocational training, Research and Development and Continuing Professional Development in the West region and
the GP Appraisal system in Greater Glasgow.



3. DIMENSIONS

The West of Scotland region covers the area of 6 Health Boards with a total population of 2.7m. Within that area,
the Deanery is responsible for approximately 2,178 General Practitioners, 113 Training Practices, 117 GP
Registrars and 62 General Practitioners on the Doctors’ Retainer Scheme. The section also deals with doctors who
are poorly performing.

To give appropriate support to the above the GP section consists of the Director of Postgraduate General Practice
Education, 3 assistant directors, 30 associate advisers, one CPD adviser, one administrative officer, one office
supervisor, 5 administrative assistants, one database administrator and one and a half secretaries.

The post holder provides administrative and secretarial support to three of the associate advisers, the
administrative officer and the lead GP appraisal adviser.




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4. ORGANISATION CHART




                                                            Director of Postgraduate
                                                                 GP Education




                                                                                         Assistant
                                                                                        Directors (3)




                                                                                                        Associate Advisers
                                                                              CPD      Administrative
                                                                                                          within 2CQ (10)
                                                                             Advisor    Officer (VT)
                                                                                                         outwith 2CQ (20)
                    GP Office                  IM&T Support
                   Manager/PA                     Officer



                    GP Office
                    Supervisor


                                                  POSTHOLDER
                             Administrative       Administrative
       Secretary (1.5)
                             Assistants (3)         Assistant




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     5. ROLE OF THE DEPARTMENT
The core business of the GP section is vocational training both in hospital and in general practice, COD, Quality in
Healthcare and doctors whose performance is giving cause for concern. A recent addition is the management of
GP appraisal for Greater Glasgow.


To provide leadership, through a supportive educational infrastructure, for GPs and their teams to enable them to
manage change and make improvements in the service they provide. Embedded within this is a commitment to a
culture of rigour and research, the results of which will inform the process of change.




6. KEY AREAS OF RESPONSIBILITY: KEY RESULT AREAS / MAIN TASKS
Retainer Scheme
    Keep database up to date
    Provide monthly update report for local Trust and Associate Adviser
    Arrange all aspects of annual Retainer Meeting for approximately 110 candidates
    Managing Retainer Scheme adviser’s diary
    Attend and take minutes at National Retainer Scheme Advisers meeting in Perth
    Other general administrative duties (audio typing, management of paperwork)

Vocational Training
    Keep the diaries of two GP Vocational Training advisers up to date
    Management of database for SHOs on vocational training schemes outlining their rotations.
    Create and design powerpoint presentations
    Organisation of meetings, i.e. arrange venue, catering and distribution of agendas.
    Other general administrative duties (audio typing, management of paperwork)

Research and Development
    Secretarial support to Associate Adviser (R&D)
    Typing and styling of papers for specialist publication in medical journals
    Processing of audit data onto excel spreadsheets for research purposes
    Other general administrative duties (audio typing, management of paperwork)

Section 63
    Processing of delegates’ claims through Section 63 and maintenance of database
    Provide statistical reports for Section 63 administrator

Appraisal
    Log GP appraisal forms as received onto web database as they arrive in the department
    Attend Greater Glasgow Appraisal GP Steering group and take minutes
    Maintaining learning needs database for use by CPD Assistant Director / CPD officer to determine where
       local GPs require training or experience so that courses can be set up for this purpose

Continuing Professional Development - Course Organisation
    Liaising with course providers in organising CPD activities.
    Maintain timetable of dates for course activities.
    Assist in the production and circulation of the quarterly newsletter.

General
    Undertake additional duties as and when required by the GP Office Supervisor




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7. ASSIGNMENT, GENERATION AND REVIEW OF WORK


Workload is generated by the associate advisers, administrative officer, CPD Adviser, lead GP appraisal adviser
and the GP office supervisor. The post holder prioritises the work in order to ensure that deadlines are met.

The GP office manager has regular discussions with academic staff to ensure that work is completed to standard.




8. COMMUNICATIONS AND WORKING RELATIONSHIPS

Good communication skills (both verbal and written) are essential as the post-holder liaises with individuals at all
levels:

Internal (NES) (Daily)

All NES West region staff, primarily GP Director, Assistant Directors, Associate Advisers at Central Quay, Associate
Advisers throughout the West region, Administrative Officer, CPD Adviser, Lead Appraisal Adviser, SHO section in
Hospital Training and Recruitment department, Administrative Assistant to Associate Deans in Hospital Training
and Recruitment Department.

External (Regularly)

SHOs on Vocational Training schemes in the West Region
GP Retainers in the West Region
Local Primary Care /Hospital Trusts (HR departments, Personnel, Finance)
Practice Managers
Practice Visitors
GP Appraisers in Greater Glasgow
GP Registrars in the West Region




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9. MOST CHALLENGING PARTS OF THE JOB

Prioritising workload efficiently and effectively is vital while dealing with the different disciplines within the section,
i.e. vocational training, continuing professional development and appraisal.




10. QUALIFICATIONS AND/OR EXPERIENCE SPECIFIED FOR THE POST


Experience

         Secretarial experience (essential)
         Experience of working in public sector/NHS (desirable)

Qualifications

         HNC or equivalent experience

Knowledge

         Sound working knowledge of windows based software (MS Word, Powerpoint, Excel)

Skills

         Excellent and proven secretarial skills
         Fast, accurate typing and word processing skills
         Ability to use own initiative when relevant to do so
         Ability to work independently and as part of a team
         Ability to communicate with a wide range of people, at all levels
         Ability to work under pressure while maintaining a high degree of accuracy
         High degree of tact and diplomacy
         Knowledge of internet

Disposition

         A positive attitude to working in a complex and dynamically changing team / organisation
         A positive attitude to work in an environment where there are many interruptions




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