HealthJobsUK

Communication and working relationships

·       To supervise and line manage Band 2 – A & C Staff and arrange cover during their absence

·       To have a confident approach when dealing with staff issues.

·       Communicate and deal with enquiries from both internal and external staff, healthcare professional and members of the public on day to day matters, in person, by telephone and electronically. 

·       Ensure patients are treated with courtesy, dignity and respect, using tact and discretion as appropriate.

·       Receive all visitors in a courteous, efficient and friendly manner.

·       Assist as far as possible with non-medical enquiries within the remit of the role, ensuring all non-routine and medical enquiries are referred to the appropriate person.

·       Effective written and verbal communication skills with the MDT, services users and carers or relatives

·       Use discretion and adhere to Confidentiality Policy at all times.

·       Supporting the admin team and the Matron and Deputy Matron.

Planning and organisation

·       Support working across Dart Ward, the MIU and Outpatient Department at Totnes as well as supporting Ashburton & Dartmouth Health & Wellbeing centres when required

·       Working and developing services across both sites.

·       Ensure the successful operation within the wards/reception, MIU and outpatient departments

·       To ensure that confidentiality of information is maintained.

·       To work without direct supervision.

·       Ensure that all duties are carried out accurately, effectively and in a timely manner adhering to Trust Policies.

·       To undertake a various clerical tasks as required i.e. working on main reception, on the ward,. Office duties, such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department. Corresponding to enquiries via emails and the booking of Outpatient rooms.

·       Rotate and co-ordinate staff according to service needs across various areas.

·       Approve annual leave and ensure sufficient cover is available, escalating staffing issues when required.

·       Support Project Management and Organisational change

·       Manage sickness absence including carry out return to work interviews and informal review meetings as per Sickness Absence Management Policy.

·       Work with team in identifying and resolving team issues

·       To provide PA / admin support for Hospital Matron

·       To provide admin support for Deputy Matron and as appropriate ward staff.

·       Ensure that admin staff have a clear understanding of all administration policies and procedures, ensuring compliance within their areas of responsibility.

·       To organise and facilitate arrangements for the efficient running of consultant/out-patient clinics which will include making sure the medical notes are available, booking in patients and recording outcomes/discharges.

·       Organise and facilitate arrangements for the efficient running of the ward which will include making sure the medical notes are available, admitting/discharging patients,  

·       Ensuring staff under take mandatory training as per Trust guidance

·       To provide admin support for the recruitment and selection process for the admin team.

·       To carry out achievement reviews for admin staff.

·       To carry out local inductions and training for new staff and ensure DSE workstation assessments are completed.

·       To assists in interviews.

·       To organise and support Work Experience candidates.

·       Take Minutes of meetings.

·       To arrange and attend meetings as required

·       Handle petty cash including processing payments for patient travel claims.

·       To be aware of and work to departmental and Trust protocols, policies and guidelines.

·       To identify areas of service improvement and support implementation.

·       If necessary provide cover for members of the team e.g. ward/reception/out-patients as required.

·       To report any accidents, defects in equipment, ‘near Misses’ and ‘untoward incidents’ following Trust procedure and carry out local action as appropriate.

·       To report estates defects and follow up as required, to ensure any outstanding work has been completed.

·       To support and Liaise with the hospital League of Friends.

·       To exercise initiative in dealing with a wide range of demands and requests.

·       You may be required to work weekends and Bank Holidays to ensure adequate cover is proved at all times.

·       To have a good working knowledge and experience in the use of NHS databases including IHCS, PAS, INFOFLEX, AGRESSO, ALLOCATE etc.

Responsibility and accountability

• Assess and prioritise verbal, electronic and written information.
• Work independently and as part of a team, providing an efficient clerical service.
• Use own initiative to prioritise workload, managing time effectively to meet deadlines.
• Adhere to Trust policies and procedures.

• To ensure that all correspondence is typed accurately and timely.
• To ensure that the telephone is answered within a reasonable time as per current policy.
• To assist/liaise with other admin team members as appropriate.
• To undertake mandatory and other training as required.

·       Comply with Health & Safety policy and procedures and report any potential risk.

·       To be responsible for own knowledge of the Trusts and departmental Health and Safety Policy and Risk register.

·       Be appointed Fire warden and First Aider for site.

·       To be flexible with working hours to meet the demands of the units

·       To comply with the Trust’s policies and Standard Operating Procedures.

·       Follow all Admin standard Operating Procedures when carrying out tasks.

·       Any other duties that may be necessary.

Responsibility for finance, equipment and other resources

·       Budgetary control: None but a regard for the effective use of resources is required.

·       To control the ordering, purchasing and receipting of stock.

Communicate effectively in writing and verbally with:

Internally

·       Matron

·       Ward Doctors & Consultants

·       Nursing Team

·       Therapy Team

·       Admin and Clerical Team

·       Facilities staff

Externally

·       Patients,families, carers and friends

·       Members of the general public

·       G.P Practices

·       Company Representatives

·       Other Hospitals