Detailed job description and main responsibilities

To provide comprehensive administration and secretarial support to the multidisciplinary teams or departments and the system-wide multi-disciplinary team.

There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent proactive organisational skills to support the Team in its work.

They will possess excellent working knowledge of all Microsoft Office systems including Word and Excel.

The post holder will be able to work to high standards and will be required to take personal details from people and upload onto the electronic patient record system (Rio).

The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes.

They will need to be able to work proactively within a team, effectively and share work streams where appropriate.

The post holder will be key in maintaining diaries and arranging meetings, taking formal minutes and keeping appropriate records on the most up to date templates. 

Their work is managed rather than supervised and they are accountable for their own actions. 

Their manager is available for reference but generally, they will manage their own workload and time management.

There may be a requirement to provide supervision to support administrators or apprentice posts.

Liaise with a wide range of stakeholders, both internal to the organization and external, including:

• Medical Staff
• Multidisciplinary Teams (Community or Inpatient)
• Services Users and Carers
• Health and Social Care teams
• Third sector/voluntary agencies
• Community groups and local authority provision
• Other statutory agencies e.g. Police, Ministry of Justice etc.
• Providing Secretarial support to named Medical Staff/management team.

Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement.

Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and meetings etc.

Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. The provision of and updating of patient notes, collation of information for transfer of care etc. This may include sensitive information.

Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.

Facilitating the administration processes for Team meetings etc.

To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.

To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner.

Exercise judgement when dealing with patient enquiries, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc. 

Escalating issues to the Lead Clinical Services Administrator as appropriate.

Arrange meetings and appointments for members of the team, negotiating diary conflicts and competing priorities as appropriate. Including the scheduling of Consultant Clinic Appointments
Tribunals
Room Bookings
Other bookings as required

Type patient reports/correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto the RiO system.

The post holder will order stationery and other necessary items for the team via the procurement system. May be responsible for petty cash float/handling.

Supporting the induction of new staff members as required.

Produce confidential correspondence and reports on a frequent basis.
Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records to access and extract information as needed.
Take and distribute formal minutes as necessary.

Clerical duties including photocopying and scanning.

Undertake surveys or audits as necessary to own work. May be asked to contribute to audit and research projects within the service to inform service development and standards.

Provide cover for colleagues when and where necessary.

Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.

Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.

Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.

Other tasks which are commensurate with the broad purpose and banding of the post.