Detailed job description and main responsibilities

• To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.
• To ensure, wherever possible, that all clinical documentation is up-to-date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary. This will require: effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription, manipulation and distribution of appropriate correspondence.
• To ensure the effective organisation of all patients under the care of the consultant and his/her team in accordance with Local and National policy and targets. This will require effective collaboration with: the Booking Centre and Patient Access team to ensure the waiting list is up- to- date and accurate at all times; Outpatient Access team and General Managers to monitor the utilisation and effectiveness of outpatient clinics, ensuring that established Patient Access Policy and procedures are adhered to; Theatre, Diagnostic and Ward teams to ensure that the elective care pathway for all patients is seamless and sensitive to their needs.
• To maintain an efficient office management system/procedure to enable the consultant and his/her team to optimise their patient care services. This will require: effective management of the consultant’s time, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel, arranging meetings/events, composing and transcribing minutes proactively ensuring action points are raised and completed, preparation of correspondence and reports; effective management of the consultant’s office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationery levels are maintained, processing orders as required and tracking patients through their pathway from initial referral to discharge.
• To support team members. This will require: demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times; providing cross- cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required.
• Provide oversight to the Support Secretaries for associated administrative activities, such as patient bookings, appropriate documentation and typing, with local training.
• Use of hospital systems, including CRRS, Mmodal and EPR, to effectively manage workload and RTT patient pathways.
• Liaise with patients over the phone for clinics, ward attenders and general queries, providing feedback to Consultants and Admin Manager team for any urgent matters. Ensuring clear lines communication and correspondence in line with Trust policies and procedures.
• Responding to patient complaints and providing follow-up actions for any outcomes required to the PALS team and senior management.
• Will provide a key function in the booking of Outpatients follow-up appointments and short notice theatres, tracking the patient through the processes as part of managing their Consultant’s Waiting List.
• Responsibility for typing of routine and urgent letters where appropriate, linking in with clinicians for any queries and for following up on verification.
• Complete Trust Mandatory Training and keep up-to-date for all modules.
• Attend regular 1:1 meetings with Admin Manager for discussion over work activities, forward planning, training needs and opportunities, as well as welfare checks

For further details of the role please see the attached job description.