Swydd-ddisgrifiad a phrif gyfrifoldebau manwl

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

1.     1. Following introduction of voice recognition technology to ensure clinic letters are prepared for printing and distribution.  Ensure all nurse led clinics are typed within the appropriate timeframe. 

2.     To support the medical secretary in providing secretarial and administrative service to an allocated clinical team.

3.     Ensure accurate messages are taken for clinical team and delivered in timely manner.

4.     Assist with telephone enquiries from patients, GPs and other agencies in a courteous and helpful manner.  Refer to medical secretary for advice when appropriate.

5.     Assist in sorting and dealing with incoming post and distributing as necessary.

6.     Assist in providing administrative support to clinical team in respect of work relating to teaching, research, NHS medical reports, charities and publications, including arranging meetings, agendas and minutes.

7.     Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records when required.

8.     Be versatile and adaptable to the demands of the team.  Work without supervision and take the initiative as and when required.

9.     Ensure effective communication with all members of a multi-disciplinary team.

10.   Assist Administrator in the co-ordination of specialty in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy .

11.   Ensure comprehensive working knowledge of iPMS commensurate with role.

12.   Ensure Choose and Book referral letters are processed and directed to appropriate appointment office in line with Administration Guidance Notes.

13.   Ensure all hospital case notes arriving into and departing from the department are traced on iPMS (Information Patient Management System).

14.   Required to cover admin and clerical colleagues during times of absence or increased workload as requested by line manager.

To carry out any other clerical duties as determined by the line manager

COMMUNICATIONS & WORKING RELATIONSHIPS

1.     Receive and deal with confidential telephone enquiries from patients.  To be able to take urgent action regarding patient complaints and notify appropriate supervisor.

2.     Liaise with various departments and professionals within the hospital and outside agencies via verbal and written communication.

3.     To be a team member within the department and able to multi skill within the various areas.

4.     To work closely with other clerical staff within the directorate.

All Job Holders are required to… 

• Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive, Listen, learn and improve.

• Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.

• Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.

• Attend statutory, essential and mandatory training.  

• Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the Data Protection Act 1998.

• Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust.

• Comply with the codes of professional conduct set out by the professional body of which registration is required for the post.

• Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk. 

• Ensure the welfare and safety of children within their care. This includes staff who come into contact with children and families in the course of their work as well as those staff who have a specific role with children and families.

• Ensure they attend Child Protection training at the appropriate level within the specified time frame.

• Staff must comply with Safeguarding Policies and Procedures in order to promote safeguarding and prevent abuse to vulnerable people using Trust services.

• Maintain the prevention and control of infection and fully comply with all current Trust Infection Control policies and procedures.

• Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations.