HealthJobsUK

Detailed job description and main responsibilities

Main Duties & Responsibilities

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 including SystmOne  to produce, maintain and  distribute documents including reports, spreadsheets, action logs, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature.
• Photocopying, scanning, emailing, 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
• Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
• Researching appropriate websites, downloading and circulating documents, as requested.
• Identify and report areas within working processes and procedures that could improve service delivery.

1.  To handle telephone calls into the service from members of the public and health professionals confidently and appropriately, regularly providing and receiving complex and sensitive information, taking accurate messages and ensuring these are passed on to the relevant person in a timely manner.
2. To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patient’s fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries.
3. To receive and process referrals into the service, which may be urgent. To liaise with health professionals to triage, correctly process referrals and to employ effective waiting list management and appointment booking.
4. To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues.  This will include resolving appointment conflicts, ensuring notes are ready for clinics, 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.
5. 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.
6.  Inputting onto various databases and systems, e.g. SystmOne, and designated spreadsheets, within the required timescales and deadlines. 
7.  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.
8. To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by the    Admin Team Lead.
9.  To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the   Admin Team Lead.
10. To monitor and report sickness absence and annual leave.
11. Provide cover in other departments, including Reception, during periods of absence, as directed by the   Admin Team Lead.  This may require travelling to other sites.
12. It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.