Detailed job description and main responsibilities

• To provide clerical support to the ENT Divisional Clinical Office
• Support the Clinical Office Administrative Co-ordinators
• To ensure patient's clinic reports are dealt with, sent to GP’s and filed in the patient’s notes for the next clinic visit
• Work as part of the administrative team to ensure that clinic letters are downloaded and proof read using the DIT3 transcription service. Once letters are approved by clinicians, send-off (electronically or by post)
• Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinators for actions (e.g. add to waiting list)
• General office duties including filing and photocopying and ordering of stationery supplies, within agreed limits
• Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to consultants and which may be passed to other areas for information or action
• Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person
• Implement any relevant Trust and Directorate polices on behalf of the Consultant team
• Competent use of Cerner after training in accordance with required departmental standards of work
• Ensure that effective communication both within the Trust and between the hospital, GPs and patients is maintained. Exercise independent judgement and initiative based on acquired experience and knowledge when problems arise by taking appropriate action to resolve the problems or refer to the appropriate person
• Ad hoc retrieval of medical records/X-rays/investigation results relating to patient/Consultant enquiries
• Liaise with all staff concerned with patient services e.g. medical, nursing, medical records, X-ray and management
• Deal with enquiries by letter/email/telephone from patients, GPs, other hospitals and other Consultants
• Action results of clinical investigations within procedural guidelines
• Managing own workload, prioritising as necessary
• Work as part of a team and assisting with the training of new and temporary staff. Providing support and advice where appropriate, including assisting new clinicians with the use of dictation equipment until self-sufficient
• Support the day-to-day organisation and management responsibilities of the Consultant, diary, arrange meetings, appointments etc.
• Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team
• Through self-development, continuously update knowledge of new trends and maintain and improve knowledge and competence
• Have the ability and commitment to work as a team member and be able to adhere to strict deadlines
• When required assist with the investigation and compilation of responses to complaints within optimum deadlines
• Demonstrate an understanding and reassuring manner when dealing with patients and their relatives
• Undertake all mandatory training as required by the Trust
• Any other duties relevant to the above tasks