Detailed job description and main responsibilities

• To produce documents, reports, letters and spread sheets at the request of the department management, and for other staff as requested. 
• Using a computerised system to input ICNARC/IQIP data.
• Deal with administrative queries with regard to this specific service on a daily basis from patients and relatives, multidisciplinary team and external organisations including General Practitioners, ICNARC representatives and CNET representatives, as required.
• Ensure that information is handled and disseminated correctly in what sometimes can be stressful and upsetting situations, maintaining confidentiality.
• Receives and distributes mail to patients and multidisciplinary team in an effective and timely manner. ‘Our vision is to EXCEL at patient care’
• Ensures that General Practitioners are informed of all deaths by telephone within 24 hours during the working week and 72 hours at the weekends.
• To take delegated lead responsibility for ensuring the WIC computer programme is continuously updated with all the relevant and applicable information.
• Maintain patient records by ensuring information is currently filed and available.
• To issue medical and insurance notes as delegated.
• Act as a facilitator to ensure death certificates and cremation forms are completed promptly and forwarded to the Bereavement Services.
• Complete all other related documentation and take responsibility for ensuring General Practitioners are informed.
• Undertake the procurement of necessary equipment and stock.
• To order and return notes from the Health Records, as requested by therapy staff and reception staff.
• Take responsibility for the daily collection and inputting of audit data on to a national database which includes; Devising appropriate forms to collect vital information when required, collecting forms and checking information is correct and complete, validating information by cross checking with the patient’s records and liaising with clinical staff.
• Retrieves data in a report format when requested by clinicians.
• Submits monthly reports to the Transplant Co-ordinator and CNET Representative and ensures all information given is in line with the Data Protection Policy.
• Regular meeting with the ICNARC representative and Matron to collect software and receive updates.
• To participate as required in ICNARC and CNET Networking groups.
• Provides audit/information support to Matron and Outreach Team.
• General office duties.
• Provide support to the team leaders and clinical teams in the design, production and distribution of documents, reports, resources and leaflets.
• Contribute to the development and implementation of new policies and procedures for the area of responsibility. Updating local procedures under the supervision of the Senior Clinician/Team Leader/Deputy or Therapy Manager
• Action any office equipment repair requests, cleaning, and property maintenance and other essential services.
• To lead on the administration of induction for new starters-to send out general induction information, arrange new uniform, and to liaise with the Team leader of the new starter. ‘Our vision is to EXCEL at patient care’
• To plan, organise and prioritise own workload on a day-to-day basis and for longer-term departmental projects.
• To work in accordance with all departmental and Trust policies and procedures.
• To participate in departmental audit/surveys as required
• To ensure, in accordance with the Health and Safety at Work Act (1974, to take reasonable care for the safety of himself / herself and other persons who may be affected by his / her omissions at work.
• To attend mandatory training sessions as determined by the Trust.
• To comply with the Trust Manual Handling Policy.
• To bring defects in equipment to the notice of the Physiotherapy Manager.
• To report all accidents, incident and complaints in accordance with Trust Policy.
• To comply with the Access to Records and Data Protection Act and maintain strict patient confidentiality.
• Report any non-clinical accident or incident involving admin personnel or a member of the public is in line with policy, completing documentation in the correct time frame. Alerting the Senior staff/ Management to any risks that need urgent attention.

For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.