HealthJobsUK

Detailed job description and main responsibilities

1.  To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:

·   Using a range of software programmes to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature.

·       Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge.  This is normally acquired through formal training or equivalent experience.

·  Photocopying, scanning, emailing, faxing, distributing, filing and organising letters, reports and other documents.

·     Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date, and filing is carried out in a timely manner.

2.  Identify and report areas within working processes and procedures that could improve service delivery.

3.  To organise and service meetings, which may involve travel to and from other venues.  This will include resolving appointment conflicts, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.

4.  To undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals.

5.  To communicate with patients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.

6.  To be responsible for the clinical staff sickness line and to process all absence related documentation including sick certificates and updating HealthRoster (in the absence of the Community Operational Manager)

7.  To communicate team of changes in staffing levels including sickness and annual leave and to update the office white board weekly to reflect the staffing level.

8.  To request and process bank cover for staff shortages.

9. Receive urgent and non-urgent D2A referrals via phone calls or SystmOne.

10. To provide administration support to the clinical leads including scheduling supervision and training

11.  To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by the PA/Supervisor and/or the Admin Team Leader

12. To be committed to working within a changing environment, embracing new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the PA/Supervisor and/or the Admin Team Leader.

13. Inputting onto various databases and systems, e.g., SystmOne, Teams and designated spreadsheets, within the required timescales and deadlines.

14. To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system, Powergate and carrying out research into goods and services as directed.

15. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.

16. To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters

17.  To monitor and report sickness absence and annual leave.

18. Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Leader. This may require travelling to other sites.

19. It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

20.  To attend relevant meetings. These may be virtual or in person. This may require travelling to other sites.