Detailed job description and main responsibilities

Record keeping and ensuring all documentation, both written and electronic, is

accurately completed using a variety of software.

· To be an integral team member for ensuring patients receive high standards of care.

· Effectively manage diaries on behalf of and in the 0- 25 Family Health Service

Management Team.

· Ensure Batch reports are processed within allocated timescales.

· Process Legal requests for information within Trust Guidelines

· Ensure the maintenance of medical equipment

· Ensure all asset information is accurate and up to date

· Distribute incoming correspondence.

· Receive and deal with telephone enquiries on behalf of 0-19(25) Service

· Arrange meetings, including booking venues, as required, for both internal and external

meetings for the 0-19(25) Family Health Management Team.

· Assist with the production of agendas and papers for meetings, ensuring they are

issued in a timely manner.

· Take minutes of meetings and transcribe as required, including the follow up of post

meeting actions.

· Process order requisitions and marry up invoices maintaining stock control using

authorised on-line ordering system.

· Manage the petty cash budget for the locality.

· Support the 0- 25 Family Health Service Management Team with administrative

support for recruitment of staff.

· Ability to input complex information, including clinical information, and data into a

computer throughout the working day accurately and effectively with interruptions from

telephone calls and staff management responsibilities

· Ability to multi task in a demanding and pressurised working environment · Travel countywide to manage and support Admin staff, minute meetings both internal and multiagency, and distribute resources and assets. · To provide cover in times of absence for all members of the community administration (including safeguarding admin) team as appropriate offering support and assistance as required. · To manage the complex filing systems required for the safe handling of child protection information, and flagging of records. · To support the gathering of demographic information for safeguarding procedures eg; MARAC, MAPPA. Governance: · Observe the rule of confidentiality with regard to patient data. · Be familiar with Trust and department codes of practice relating to: · Health and Safety at Work Act. · The COSHH Regulations. · Infection Control. · Fire Procedure. · Basic Life Support. · Complies with the requirements of the Caldicott report, the Data Protection Act, · Access to Health Records Act and subsequent legislation issued in relation to computer retained data. · Adhere to the Trust Risk Management Policy. · Ensure equal access to services for patients by developing and monitoring robust interpreter booking service. · Undertake audits, as requested, within own work area and supports research and development within the department, where appropriate. Communication: · To use SystmOne to maximum benefit. · Be the first point of contact for a wide range of queries and requests from varied internal and external bodies. · Adhere to patient confidentiality and Data Protection Act. · Liaise with various staff across the Trust to ensure patients care is of a high standard. · Use a range of media to communicate with others including: · Face to face. · Electronic mail. · Telephone/Minicom/Typetalk. · letters – electronic. · Receive visitors to the department. · Co-ordinate activities with outside agencies, such as interpreting services, to meet patient and department requirements. Supervision/Management/Leadership: · To supervise the Admin Team · Participate in the appraisal of team members, in accordance with the Trust’s Appraisal Policy. · To monitor and distribute the workload within the team, ensuring cover arrangements are in place where necessary · Co-ordination of temporary cover and holiday planning · Provide a comprehensive induction to all new permanent, bank and agency staff to their work area. · Managing HR issues for the administration team ensure they are aware of relevant policies, procedures guidelines.

· Assist with recruitment process. · Act as a support for other staff within the department to ensure smooth running of Admin Team. · Plan and prioritise own workload and assist colleagues, providing a reasonable level of clerical and administrative support to the department. · To train and supervise the Admin Team in the 0- 25 Family Health Service and act as assessor to candidates undertaking NVQ in Administration. · Support the implementation of policies and procedures within the service and ensure staff without access to e-mail are informed of any policy/procedure changes. · To undertake any delegated duties as appropriate to grading of post. · To lead on implementation of national and local initiatives which affect the 0- 25 Family Health Service · To monitor performance of the department and recommend areas for improvement. · Education and Development: · Self development and participation in continuous and post-basic education. · Assist in the development and delivery of training for new staff members as agreed. · Participate in mandatory training courses and any training identified during appraisal. · Involvement in departmental teams modernising and standardising patient services. Patient/Client/Customer Focus: · To use own initiative and respond appropriately to changes in the condition of patients in the service. · To be aware of own limitations and when to seek assistance. · Treat patients with empathy and reassurance. · Ensure that patients are kept informed at all times. · Assist with the reception and care of patients, relatives and all visitors to the service. · Assist in the development of public and patient involvement and feedback within the department liaising with PALS Manager in an appropriate and timely manner. · Ensure that patients have dignity and privacy whilst at the Trust. · To act as a resource and support for other staff members. · Provide non-clinical information and guidance to patients, carers and other members of the team. Housekeeping: · Report for duty attired and of appearance so as to conform with the department’s standards. · Report faulty equipment for repair and withdraw from use.