Detailed job description and main responsibilities

MAIN DUTIES AND RESPONSIBILITIES
Patient Care  Admin support to patient care by coordinating with the hospital,
other IDHs, SPA and other services.
 Deal with all enquiries in a professional and confidential manner.
These could be from professionals, partners, external
organisations, patients, carers/family members.
 Ensure EMIS, CRS and MS Teams are updated according to the
changes made by health and social care professionals.
 Ensure feedback is given regarding improvements to the service
following communication from partners/external organisations,
patients/carers or family members. Sometimes this involves
coordination and acting as the patient experience champion of the
team
Clinical  Responsible for ensuring that full secretarial support is provided to
IDH.
 Send discharge summaries completed by hospital staff when
requested by step down and other facilities.
 Maintaining the patient Tracker or equivalent so that this provides
an accurate source of information.
 Ensuring that administration needs are met at all times to ensure
the smooth running of the service, including engaging Bank and
agency staff with consistent induction supervision.
 To meet the needs of the service area and taking appropriate
action and escalating issues as appropriate, for example necessary
repairs and cleaning.
 To assist senior staff in dealing with personnel issues and staff
grievances in relation to own service area in line with Human
Resources policies and procedures.
 To participate and input rota ensuring the correct amount of staff
cover is provided to process patient/carer contacts with the
We care We respect We are inclusive
minimum of delay to facilitate efficient patient management and
support clinical delivery of care
 To be responsible for the administration process within the service
area, identifying areas for improvement and implementing
changes.
 To deliver local induction of new staff especially around databases
and local procedures.
 Implement Knowledge Skills and training outlines for Admin and
Clerical roles.
 Assisting in the selection, recruitment and retention of Admin and
Clerical staff in own service area.
 To organise and participate in meetings and record the minutes of
the meeting with the action items and circulate it to the team
when appropriate. Ensure that the actions are followed and
tracked to closure.
 To attend twice daily multidisciplinary meetings/calls between the
IDH and partners from the Complex Discharge Team, the Hospital
Social
 Work Team and others; taking minutes and recording actions.
 Ensure compliance of Trust Human Resources policies, including
monthly absence monitoring and annual leave.
 Ensure that all staff are made aware of the requirements of the
Data Protection Act, Health Record keeping policy and assist staff
in its interpretation, seeking advice when necessary.
 To ensure confidentiality and professionalism is maintained in
carrying out personal duties as well as in line management
responsibilities.
Administration
support in
Service
Development &
Strategy
 Assisting senior managers in formulating plans which reflect the
needs of the service area.
 To assist with the project management of key service
developments as and when required.
 To assist in providing and facilitating training when required
 As required to organise clinical and business meetings and to take
minutes, circulate agendas.
 Responsible for maintaining and updating databases, documents,
timetables, leaflets and posters for the service.
Performance and
Quality
 To implement and maintain a ‘Records Management Protocol’ for
the service area in consultation with senior managers ensuring
Trust and partnership agency standards are adhered to.
 Ensure communication to the Management Group, administrative
staff and relevant staff on administrative procedures and process.
 Analyse data and present reports ensuring Trust procedures
 Ensure local performance management framework/systems
provide accurate service information as agreed with/required by
the trust and a variety of external and partner agencies.
We care We respect We are inclusive
 To contribute towards the resolution of complaints, both verbal
and written, according to departmental processes and Trust
guidelines.
 To report and review incidents and complaints in relation to Datix
issues and sometimes related to administrative/secretarial issues
when relevant, taking appropriate follow-up action in a timely
manner.
 To proactively monitor trends within the service, assisting with the
production of regular statistical reports and analysis to meet IDH
and Trust guidelines.
 To ensure quality and effectiveness of relevant service area
procedures and processes.
 To work collaboratively with senior staff to conduct audits and
patient satisfaction surveys.
 Ensure that the Administrative staff present a friendly,
professional and sympathetic approach to all enquiries.
 In the absence of the designated manager ensure all calls and
queries are redirected to the appropriate designated person in a
timely and appropriate manner.
Financial and
Physical
Resources
 To complete invoicing of administrative activity and other service
area expenditure, ensuring procedures and standing financial
instructions are adhered to within agreed deadlines.
 Responsible for budget monitoring administration expenditure
and proactively supporting savings targets, making appropriate
recommendations.
 To support senior staff in the service area in the use of Oracle and
budget monitoring sheets.
 To act as authorised signatory for stock and supplies ordering,
maintenance and dispatching as required.