Detailed job description and main responsibilities

Key duties and responsibilities

·        To provide the first point of contact for the ward, unit or department for all enquiries received from patients’ relatives/carers, all trust staff and external agencies ensuring the correct management thereof in each particular case

·         Answering the telephone, taking and recording of messages where required; ensuring correct team members are alerted to any action required

·         To record, on a real time basis, appointment arrivals, ward attenders, admission, discharge and transfer details on the Trust’s computer systems

·         To be responsible for the collection, tracking and returning of patient notes within assigned area

·         To file all relevant documentation correctly in patient notes

·         To take notes to Medical Secretaries/HAA as required

·         To be responsible for checking e-discharge summaries following patients’ discharge/transfer e.g. follow up procedures or appointments

·         To keep reception/office area tidy, ensuring confidentiality is maintained and trust information governance procedures are adhered to at all times

·         To provide general clerical support to the clinical team such as filing, emailing, faxing and obtaining patient records and results as appropriate

·         To arrange for transport, in relation to the admission and discharge of patients, in accordance with established procedures as required

·         To be responsible for the monitoring and ordering of stationery stock within assigned area, in conjunction with administration/department managers

·         To be responsible for ensuring all appropriate documents, leaflets and general items required are well stocked and readily available

·         To input required data onto any relevant systems/databases

·         To provide cover for other members of the administration team during periods of annual leave and sickness in order to meet service needs, as required

·         To undertake administrative tasks specific to Delivery Suite/Ward 11/Antenatal Clinic areas

·         To undertake any other appropriate administrative duties, which may be required to meet the needs of the service