Detailed job description and main responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac

To provide an efficient and effective secretarial and administrative support to the inpatient services, including copy and audio 
typing, photocopying, filing, creation of spreadsheets and databases etc
To process both incoming and outgoing mail, including emails, dealing with all correspondence in an appropriate and timely 
manner. This may include drafting / formulating responses to routine correspondence on behalf of Ward Manager of Ty Lafant
To act as point of contact for Ty Lafant including receipt of visitors to the team and telephone enquiries, ensuring messages are 
communicated to team members in a timely manner
Exchanges information with patients, relatives and staff on a variety of issues, which requires tact and persuasive skills, where 
there may be barriers to understanding
Exercising judgement when dealing with enquiries and ensuring messages are communicated to team members in a timely 
manner.
To maintain the Ty Lafant Managers electronic diary. To maintain the whereabouts system for the team to ensure team members 
are contactable at all times
To take appropriate action in the absence of staff e.g. covering clinical activity with alternative clinicians, cancelling visits, 
meetings etc
To set up and maintain an effective filing system including electronic systems as appropriate in accordance with the health record 
keeping standards and be responsible for maintaining storage and tracking systems of case notes / medical records held with the 
team
To act as point of contact for the multi-disciplinary referral process ensuring that referrals are received and processed in 
accordance with the referral procedures for the centrally based clinical teams
To be responsible for the administration of the clinical Management Information system for inpatient based Clinical Teams. This 
will include data entry, data validation and retrieval of information
To arrange, service and attend meetings as required including preparation and circulation of agenda, papers and minute taking
as requested and ensure that follow up actions are communicated when appropriate
To support the Ty Lafant Manager in carrying out their staff management activities including maintenance of staff personal files, 
scheduling of supervision and PADR sessions for team members as necessary, and implementation and maintenance of 
systems to record periods of absence such as annual leave, sickness, study leave etc, providing reports to Business Support 
Manager as requested
To maintain data capture systems as appropriate and populate information requests on behalf of Ty Lafant Manager e.g. waiting 
lists, quality indicators, service reviews, presentations etc
To organise specific events e.g. training, conferences, team building etc, including booked of venues, delegates, refreshments, 
programmes etc. To maintain administrative systems, policies and procedures utilised within the team and work with the 
Business Support Manager in the development and implementation of consistent and robust systems and processes
To be responsible for maintaining the team’s stationary supplies, replenishing items via Oracle as required and to maintain an 
inventory or equipment within the inpatient services as required
Disseminate information to team members as required
To support the central management team in recruitment processes e.g. preparation of shortlist and interview packs, booking 
interview venues etc
To report health & safety and environmental issues as appropriate
To support the induction of new staff to the team including orientation to the building, administrative process and procedures
To maintain good communication and liaison between other staff, department and the public
To report Health and Safety and environmental issues as appropriate
Ability to work collaboratively with the Central Administration Team to ensure a seamless and collaborative approach is 
maintained in support the Central Management Team when necessary but also the Management of inpatient services
Participate in Personal Development and review process and undertake training as required
To undertake other duties, providing cover across the service commensurate with the banding, as requested by the Business 
Support Manager