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Detailed job description and main responsibilities

Effectively provide and implement core operational team administration requirements on behalf of Oxleas NHS Foundation Trust by:

• Undertaking word processing for the provision of required reports, letters, discharge summaries, etc. within the set standards.
• Using RIO (electronic system) to record and retrieve information on both service users and caseload holders.
• Implement and maintain effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible.
• Respond to incoming calls and deal with enquiries in accordance with management procedures.  Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician. Use initiative in finding appropriate clinician for advice if required staff member is absent.
• Implementing and maintaining effective communication systems with team, locality, acute in-patient staff, GPs and service users.
• Distribute/disseminate post as necessary.
• Undertake retrieval (via Windip) of electronic clinical files that have been archived.
• Processing of Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
• Undertake administrative duties – photocopying, answering the telephone, scanning (ensuring all service user related information is correctly uploaded into electronic system using the correct naming convention).
• To assist the team with administration work around follow up appointments for service users.
• Ordering stationery/equipment through the Trust’s ordering system (Cardea).
• Use of the NHS email system and diary management.
• Organising team meetings and disseminating papers in advance of meetings.
• Minute taking.
• Provide assistance to the team in troubleshooting computer, printing and telephony issues.
• To undertake data entry using spreadsheets and report on the data for audit purposes.
• Providing cover for other admin staff during periods of leave, sickness or to alleviate workload of colleague as necessary including the undertaking of  reception cover as and when required ensuring:
• Messages left overnight on answer phone are distributed appropriately.
• Incoming calls via telephone/personally delivered are prioritised and distributed accordingly.
• Visitors to the base are welcomed in a professional and courteous manner ensuring appropriate direction to the relevant personnel is provided.
• To ensure that visitors adhere to signing in procedures.
• Incoming post is sorted/distributed in a timely manner.
• To record episodes of absence such as sick, study and annual leave using the Trust recording system Healthroster.
• To arrange emergency cover at short notice by both liaising with Temporary staffing and contacting staff.