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Detailed job description and main responsibilities

To provide an administrative and clerical service to the District Nursing team(s), Opening, sorting and distribution of post and any relevant correspondence.

Processing new referrals and information, recording appropriate data using the Oxleas RiO system to its full functionality for the service.

Preparation of information for example, client files, letters, reports, in line with local policies and procedures.

To collate, photocopy and distribute reports and other relevant information for example, G.P.s, internal/external agencies.

To book appointments, meetings, rooms and interpreter services as required.

To collate agenda items, take minutes at team meetings and distribute information to team members as requested.

To liaise with internal and external agencies, for example, Contracted Services, IT department on behalf of the team to facilitate the resolution problems related to equipment used by the team, for example computer, printer, photocopier, telephone, internet access and so on as requested.

To gather data as requested, for example, activity data and statistics, providing punctual and accurate information following departmental and local trust guidelines as required on a weekly, monthly and quarterly basis.

To participate in the organisation and coordination of study days or training.

To support the Manager to maintain records relating to study leave, sickness and annual leave submitting statistics on a monthly basis using Healthroster.

Establish and maintain effective working relationships with clients, carers, the general public and all other staff working internally and externally to the trust.

To take account and act according to individual patient circumstance, giving due regard to cultural differences and diversity of clients, carers and service users in the local borough. 

Liaise with clients, carers, care homes, GPs and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals, arranging appointments.

Ensure consistent and robust reporting of patient related information on RiO as requested and according to local policies.

To provide input of service development ideas to the administrative team and develop current administrative procedures facilitating on-going and efficient processes within the Service as required.

To monitor and maintain the departmental stationery including stock for support equipment, for example, printers and photocopiers and facilitate access for staff as requested.

To support with the ordering of equipment and medical supplies as directed by the team and Manager.

To maintain an efficient filing and discharge system to facilitate the efficient case management for the team to include archiving files according to Trust policy.

To type updated guidelines/local policies and procedures as requested by the Manager.

Demonstrate flexibility and negotiation skills with team members and clients in terms of appointment availability; implement solutions and strategies to participate in a team environment, seeking advice and support where necessary.

To lead on and undertake other office duties relating to estate queries.

To book venues for meetings and organise refreshments as requested.

To ensure issues regarding Health and Safety risk management or associated policies and guidelines, are reported to the Team Lead.