Detailed job description and main responsibilities

Key Task and Responsibilities-

• Undertaking copy/audio typing word processing support to the consultants and team for the provision of required client related reports, letters, discharge summaries etc., including legal documentation, whilst prioritising workload and meeting deadlines.
• Dealing with incoming correspondence on a daily basis, distributing and taking appropriate action as necessary, ensuring urgent items are brought to the attention of professional staff within the team.
• Dealing with referrals to the service, both written and by phone, according to local procedures.
• Maintaining RIO database ensuring accurate and timely entry of necessary client data including CPA.
• Registration and preparation of case notes for new patients.
• Administration of allocation and closure of cases.
• Implementing and maintaining effective client and team filing systems ensuring client records are kept safe, confidential, up to date and accessible.
• Processing Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
• Arranging home visits, clinic and other appointments using diaries and electronic systems, liaising with other professionals as appropriate and arranging room bookings.
• Attending and participating in meetings.  Minuting meetings, e.g. referral meetings and professional meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.
• Undertaking administrative duties, e.g. diary management, photocopying, etc.
• Using email, intranet, Internet and Microsoft packages as required.
• Accessing archived records using Web Dip software.
• Providing cover for secretarial/admin staff during periods of leave and sickness.
• Ensuring security of the premises when leaving.
• Handling both routine and urgent matters using initiative and with minimal supervision.
• Undertaking any other duties for the post as required to ensure efficient and effective running of the department/section.

Communication-

• Liaison and telephone contact with clients, relatives, GPs, consultants, solicitors and social services staff within hospital and community health settings.  To act as first point of contact for incoming calls, taking accurate, detailed messages as necessary ensuring these are passed on to the appropriate personnel, using initiative in finding appropriate clinician for advice if required staff member is absent.
• Providing and receiving complex and sensitive information.
• Proactively communicating with colleagues on workload issues, annual leave arrangements and administration issues.
• Maintain sound working relationships and communication with all colleagues within Oxleas.