HealthJobsUK

Detailed job description and main responsibilities

GENERIC JOB RESPONSIBILITIES

Liaise with a wide range of stakeholders, both internal to the organisation and external, including: 
• Medical Staff 
• Multidisciplinary Teams (Community or Inpatient) 
• Services Users and Carers 
• Health and Social Care teams 
• Third sector/voluntary agencies 
• Community groups and local authority provision 
• Other statutory agencies e.g. Police, Ministry of Justice etc.
• Greeting visitors and being the first point of contact for enquiries including telephone calls, 
enquiries etc.

Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement. 

Exchange verbal and written information with patients, staff and carers relating to appointments, and meetings etc.

Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. The provision of and updating of patient notes. This may include sensitive information.

Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective. Facilitating the administration processes for Team meetings etc.

To receive and open external and internal mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.

To manage telephone contact with distressed service users in a supportive and empathetic manner

Exercise judgement when dealing with patient enquiries, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, etc. 
Escalating issues to the Lead Clinical Services Administrator as appropriate

Arrange meetings and appointments for members of the team, negotiating diary conflicts and competing priorities as appropriate. Including the scheduling of 
Clinic Appointments 
Bookings 
Other bookings as required 

Type patient correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto the RiO system.

The post holder will order stationery and other necessary items for the team via the procurement system. May be responsible for the processing of patient monies in a safe and secure manner 
including spending money and ward petty cash float/handling.

Supporting the induction of new staff members as required.

Produce confidential correspondence on a frequent basis.

Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records to access and extract information as needed.

Take and distribute formal minutes as necessary.

Clerical duties including photocopying and scanning

Provide cover for colleagues when and where necessary

 Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.

Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately. 

Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.

Other tasks which are commensurate with the broad purpose and banding of the post.