Barbara Proud

A flexible, determined, enthusiastic and highly efficient Personal Assistant. Have experience of working in a busy office environment dealing with day-to-day operational issues, client queries, complaints and personnel issues. My background is predominantly medical or legal. I have been fortunate to learn various aspect of both sectors.

Senior Medical Secretary - Southampton, Hampshire

(2019-09)

My role is extremely varied and includes the following duties:

• ERS E-referrals (Choose and Book/Triage/Cancellation/Private)
• ERS Worklists
• EMIS electronic patient record used in primary, acute and community care
• SystemOne clinical data system
• Docman clinical content and workflow system
• CHIE (Care & Health Information Exchange) secure shared platform between health and social care
• Brother utilities scanning
• MJOG messaging system with patients
• Patient transport
• Medical summarising and coding
• Reception cover
• Book meetings/meeting rooms/appointments via Outlook and/or Teams/minutes
• Additions and discharges from surgery
• NHS Hub bookings
• Adastra / 111 (system used in urgent/unscheduled care conditions) booking patients into relevant surgery/clinic with availability
• Audio (Lexacom) and copy typing
• Arranging follow up clinical appointments
• Chase outstanding professionals for responses/results of investigations and referrals/appointments
• Subject Access Requests
• Assist with online services
• SharePoint to update directories with clinical meetings/minutes, training and other useful information
• EMIS patient demographics/prescriptions/investigations/problems/documents/history/consultations
• Prepare EMIS document templates for clinicians use to also populate patient demographics automatically
• Provide administration to GPs and check/distribute e-consults daily to the relevant Department
• AccuRx (text message) to patients
• Datix collating information (patient safety and risk management software) regarding noteworthy events
• Organise monthly rota for internal teaching lead (in house) ensure correlates with GPs clinic sessions
• Organise, collate, prepare in readiness and distribute/file monthly clinical meetings to include morbidity, safeguarding, significant events and internal teaching
• Coding for QOF on EMIS
• BMA letters to secondary care regarding inappropriate requests
• Provide administration support and take weekly minutes for Totton Primary Care Mental Health Team
• Provide administration support and take monthly minutes for Oakhaven Hospice Team and MDT meeting
• Section 17, Section 47 and Case Conference Enquiries
• Updating Safeguarding/Child Protection on patient records/alerts as required
• Recording of staff absences, holidays, training and overtime on TeamNet
• Assist with recruitment process and perform appraisals
• Organise Induction Programme for new clinicians/administration and trainees/students
• Assist GPs with administration for feedback surveys via Fourteen Fish
• Administration support for COVID and flu clinics
• Order stationery and equipment
• Adhering to the Practice protocols

Recruitment Administrator/Personal Assistant - PBS4 - Southampton

(2017-07 - 2019-09)

Joined as a Recruitment Administrator, my role was extremely varied in that I assisted with recruitment from advertising with a virtual agency/company website through to induction. I am familiar with using Google Docs/Google Calendars/Gmail, Care Realm, Rota Cloud, as well as setting up IT accounts for staff. I placed adverts for vacancies with virtual recruitment agencies and updated the company website on a regular basis to ensure it was kept up to date with regular vacancies.

Each month I collated timesheets/rotas and prepared the payroll for the Accountants. I provided confidential secretarial administration support to the Management team and administration support to all the Support Workers and other staff members of PBS4.

Personal Assistant - Lamport Bassitt/Pitmans Solicitors - Southampton

(2009-11 - 2017-06)

During December 2015 the Personal Injury Department ceased trading. I secured a personal assistant role in the Private Client Department and I assisted two full time Solicitors, Legal Assistant and a Paralegal. In addition to general office tasks I ensured the database was kept fully up to date along with arranging mail shot letters to family/clients (dependant on what the subject of the mail shot was) and monitor all responses received.

I ensured all original documents were logged correctly and stored safely in the strong room and dealt with enquiries/requests for original documents as and when required. Familiar and adhering to Data Protection – Patient/Client Confidentiality, Discrimination and Money Laundering. Joined the firm to assist in the Company Commercial Department.

I was helping out in various departments to include Conveyancing, Litigation and Private Client. I am confident using Microsoft Office 2010 (Word, Excel and Outlook), Big Hand, Visual Files, Carpe Diem, Hummingbird, Open Text Document Management System, Interaction CRM, Swyxit Telephone System and Kofax High Speed Scanner.

Personal Assistant/Office Manager - Southampton University Hospitals Trust

(1998-12 - 2009-11)

Joined the NHS as a part time secretary after having my first child. Progressed to Office Manager within the NHS with promotion at each level. I have worked in various specialities such as Speech & Language Therapy (Central Health Clinic), Paediatric Physiotherapy (Ashurst Hospital), Child and Family Guidance (Central Health Clinic), Southfields Low/Medium Secure Unit (Tatchbury Mount) and Cardiothoracic Department (Southampton General Hospital).

I have used various packages within the NHS, Microsoft Office Suite, E-Docs, E-Quest, E-CAMIS and audio dictation.

• Organising training days
• Organising peripheral clinics
• Typing reports and all correspondence
• Assisting with enquiries and referrals
• Waiting list co-ordination
• Organising theatre lists within the required target dates
• Ensuring patient records are recorded accurately on the system
• Liaising with patients, families and other professional staff

NVQ Level III - Management

NVQ Level III - Administration

RSA I, II and III - Typing