Detailed job description and main responsibilities

Main Duties

To be responsible for providing full, administrative and clerical support to the Community Recovery Service team and operational flows through prioritisation.

Knowledge, Skills and Experience 

To be responsible for coordinating the day-to-day administrative and clerical duties to support the Community Recovery Service operational flows.

To have a detailed working knowledge of the electronic staff administrative system, Health Roster; inputting shift patterns, competencies, absence and leave in a timely manner and to download reports as required. To be responsible for the preparation of ESR forms, contract amendments and maternity documentation. 

To have a working knowledge of the electronic patient administrative system, EMIS; inputting, processing and amending referrals in a timely manner.

To be responsible for arranging/cancelling meetings / events / training with internal and external agencies, including booking rooms and hospitality, sending invitations, co-ordinating responses, organisation and preparation of rooms for meetings.

Proactively communicate with internal and external parties related to the patient pathway, showing high levels of organisation and proactiveness.

 Communicating effectively via calls and emails, being a central point of contact for the CRS service.  

To be responsible for the preparation of meeting and workshop documentation including distributing agendas, minutes and meeting papers in advance of meetings. 

To attend meetings and workshops, taking and transcribing formal minutes for the CRS team.

To be responsible for the development and implementation of office systems and procedures to ensure the effective exchange of information and resources.

To coordinate and process correspondence / telephone enquiries, including patient/professional queries / complaints, and deal with all routine requests using own initiative, distributing to the appropriate flows and Management in a timely manner. 

To provide admin support for the collection of information as a result of a Freedom of Information request and insurance claims within the required date.

 To be involved in the recruitment, selection and induction of the services junior administration and clerical staff.

 To coordinate the induction timetable for all staff on behalf of Adult Occupational Therapy and Wheelchair Services Managers.

 To demonstrate on-going professional development through reflection of own practice and performance, effective use of supervision and performance development review, networking and participation in development opportunities, in order to maintain professional competence.

 To exercise good personal time management, punctuality and consistent reliable attendance.

 To work in accordance with the Trust’s policies and procedures, including those related to health and safety, Data protection, Non-People Moving and Handling and Equal Opportunities. 

 To respect individuality, values, cultural and religious diversity of clients, and contribute to the provision of a service which is sensitive to these needs.

 Measurable Result Areas

To be responsible for the distribution of information through written correspondence or electronically to staff, support services personnel, other professionals and external agencies.

To be responsible for ensuring personal data meets the standards for paper and electronic personal files and electronically through Health Roster including contract amendments, job descriptions, sickness forms, etc. Liaising with Workforce and Health roster teams resolving routine departmental issues.

To be responsible for the accurate and timely inputting of information to EMIS and excel spreadsheets within agreed timescales; loading referrals, package of care details, therapy referrals/outcomes, changes to care delivery, service exits/outcomes.

To respond and act on service referrals within agreed timescales.

To move referrals through the EMIS system, passing information to Clinical Coordinators for referrals to be triaged within agreed timescales.

To be responsible for creating tables and graphs to present data. eg audit or service review.

To be responsible for ensuring day to day management communication is responded to or escalated as required under guidance from the relevant member of the CRS team.

 To be responsible for the supervision of the junior Admin and Clerical Staff.

To raise and monitor minor works through the Trust Estates Department.

 Communications and Working Relationships

 To be the point of contact for CRS staff, referrers and external stakeholders to convey confidential, routine, personal and sensitive information.

 To develop and maintain effective professional communication networks within the Community Recovery Service, other services within the Trust and externally with appropriate agencies.