Detailed job description and main responsibilities

Undertake a full range of administrative support tasks, both within clinical administrative departments and on ward and clinic areas as and when required in line with service needs and priorities.

Be fully conversant with and adhere to all work related policies, procedures and guidelines, ensuring that all work outputs are completed as required and that all related targets and timescales are met.

Use all appropriate technologies and equipment to their optimum functionality to assist in the provision of an efficient, effective and comprehensive administrative and secretarial service to support the provision of care to patients.

Ensure that any/all work outputs are produced to a high standard of quality that meets all of the organisations requirements for Information Governance, RMS, and CQC and which is compliant with all associated national, regional and local policies, procedures and guidelines

Participate in any/all associated training, development and appraisal processes relevant to required duties of this post.

Adhere to all Trust requirements relating to behaviours and professional conduct at work.

Key Result Areas

Communication and Team Working:

Respond to a diverse range of enquiries via letter, face to face contact or telephone from patients, relatives and other service users in an efficient, professional and courteous manner that is consistent with all related legislation, policies and procedure sourcing any relating information that might help deal with a query more effectively, taking accurate written messages and passing more complex queries on to relevant staff members.

Adopt effective methods of communication to liaise with the multi-disciplinary team within the service/department/ward area and with staff from other wards/departments and external service users including GP’s, patients and their representatives communicating in a professional and courteous manner that is consistent with all related legislation, policies and procedures through effective utilisation of appropriate communication mediums such as telephone and e-mail

To act as department/ward receptionist, greeting and directing visitors and service users on arrival in a professional and courteous manner in accordance with Trust standards and expectations (ward admin).

 Use of Computerised Systems and Records Management:

Following appropriate training and adherence all organisational policies, procedures and guidelines, assist in maintenance and reporting of information through the input of data into relevant trust/departmental patient related clinical systems using appropriate technologies and equipment as and when required,

Be responsible for ensuring that all information relating to attendees, DNA’s appointment bookings etc., is kept up to date at all times through effective utilisation of relevant patient related systems within work area, checking that all data being entered is valid and relating to the correct patient record on screen. (if appropriate to work area)

Assist in requesting, locating, collecting and returning of healthcare records using the appropriate Trakcare technologies by following the appropriate healthcare record tracking procedures, SOP’s and trust guidelines.

Assist in the transcription of clinic letters, reports and other correspondence using the digital transcription and distribution applications and assist in the input and checking of data and information into all Trust IT systems within work area using appropriate technologies and equipment as and when required.

      General Admin Duties - all work areas:

Assist in the organisation of the referral of patients to other departments/hospitals for investigations or further treatment (if applicable to work area).

Assist with the organisation of any patient transport arrangements following appropriate trust policies, systems and processes (if applicable to work area).

Assist with the organisation of patient review arrangements where required, following appropriate trust policies, systems and processes (if applicable to work area)

Undertake daily administrative and clerical duties detailed in departmental SOP’s to support the provision of patient care by taking direction from department line managers as appropriate to ensure patient safety and the security and confidentiality of all patient related information.

Be responsible for the preparation of case notes and other related documentation for clinic sessions, using all appropriate technologies, procedures and guidelines, ensuring an accurate, timely and high quality service to all users (if applicable to work area)

Ensure that all patient related information is filed securely into the patient healthcare record in the correct datal order and in the correct section of the healthcare record and that all information being filed therein is valid and relates to the correct patient as per the details on the healthcare record before the healthcare record leaves work area (if applicable to work area).

Ensure that all patient healthcare records are kept in good order and that new volumes of the notes are created once case notes reach a thickness of 3 inches. (if applicable to work area).

Maintain a clean and professional working environment at all times and undertake general clerical duties including opening and distributing post, housekeeping, filing, photocopying and maintaining stocks of routine stationery supplies.

Assist in the maintenance of an up to date file system for work related documentation and establish an effective ‘bring forward’ system to facilitate the timely processing of responses, information, correspondence, results and documents for self and colleagues on the ward.

Participate in on-call rota for administrative support in the event of a Major Incident being declared (including any related training and update sessions).

Demonstrate commitment to IWL principles and flexible working patterns, to meet the needs of the service and staff.

Tackle discrimination and harassment, and promote equality and diversity in the workplace

Reduce sickness absence; workplace incident; and promote zero tolerance on violence against staff.

Take responsibility for own personal development and education and the development of a personal development plan.

Control of Infection

Be aware of, and comply with, all Trust infection prevention and control policies, to include hand hygiene, personal hygiene, environmental and food hygiene and to undertake annual training/updates in infection prevention and control.

Communication and Working Relationships

Behaving in a professional and courteous manner at all times., the post holder will be expected to assist in the provision of a high quality, patient centred service in all clinical areas of the Trust by communicating and working effectively with all colleagues within the service, liaising with other departments and internal service users across the trust and external service users e.g. patients, GP’s, other hospitals etc., whilst ensuring that patient confidentiality is maintained.

The most challenging part of the job

Working across several work areas (including offices, departments and ward areas), the post holder will be required to assist in the provision of a professional, high quality effective and efficient administrative and clerical support service to a multi-disciplinary team that meets the needs of the service and the requirements of all related policies, procedures and guidelines.

The postholder will be expected to meet the high demands of the post, and work to tight deadlines whilst remaining calm, flexible and organised.

DBS Criminal Records Disclosure Check

This post is deemed to require a Disclosure Check – Standard Level with the Criminal Records Bureau.  Further information on the Disclosure Service is available from www.disclosure.gov.uk

This job description is intended as a guide to the duties and responsibilities of the post and should not be regarded as a complete list of those required to be fulfilled under the ‘written statement of the main terms and conditions of employment’.

The contents may be amended from time to time subject to developing service needs although such amendment would occur following appropriate consultation with the postholder.