Provide secretarial / administrative support to the team in order that they can provide an efficient service to all customers.
Respond to the administrative needs of the service to ensure that the requirements of the organisation are met.
DUTIES AND RESPONSIBILITIES
Clinical Support
Provide accurate, prompt and efficient secretarial/administrative support to the clinical multi disciplinary team which may include spreadsheets and reports.
Use electronic systems to input and access information as required by the clinical multi disciplinary team.
Deal with and process all types of patient referrals liaising directly with General Practitioners, clinical staff including medical staff from other areas.
Liaise with clinical team members in relation to urgent referrals or other emergencies.
Provide non-clinical information to patients and families, where necessary, including cancellation of appointments.
Communication
Contribute to effective communication by liaising with internal and external parties and agencies as required on behalf of the team.
Deal with correspondence and communication liaising, prioritising and co-ordinating with the clinical team.
Deal with telephone calls and general enquiries and maintain an efficient message system coordinating with team members.
Liaise in a professional manner with each member of the team, providing relevant information. Liaising with clients visiting hub venues for appointments.
Maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to all internal and external customers.
Service Development
Participate in ongoing audits and service development as directed by Line Manager. Assist the Business Support Manager in relation to developing policies and procedures.
Knowledge & Training
Provide training to administration staff as identified by line manager.
Maintain own professional development portfolio and participate in appropriate training programmes and ensuring annual attendance for mandatory training.
Supervisory Responsibilities
Supervise lower banded staff.
Provide induction, support and advice to new / temporary staff as identified by the line manager.
Participate in supervision and KSF appraisal in line with Trust policies
General
Diary management as required for team members to include appointments / meetings, regular commitments to assist in organising the workload.
Ensure confidential information is retained and stored in line with Trust policy in an efficient and effective manner.
Use set procedures to undertake administrative and secretarial functions around legislative procedures i.e. Mental Health Act, Mental Capacity Act.
Attend and contribute to internal/external meetings relevant to the post as delegated by the line manager.
Provide cover for other administrative staff during holidays and sickness, across the Locality.
Liaise with maintenance departments as delegated by line manager regarding buildings and general maintenance.
Liaise with IT departments as delegated by line manager regarding problems / faults with electronic equipment etc.
Be responsive, adaptable and flexible to working across the locality bases.
Undertake other appropriate duties as directed, being adaptable and flexible to service needs and changes across the locality.
