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Detailed job description and main responsibilities

Main duties:
Work as part of an administration team to provide a comprehensive administrative service to the specialty team.
Support the Hub Leader in the day to day running of the specialty administration team.
Have basic knowledge of the Directorate and consultant structure and portfolios to enable cross cover.
Support clinical team in implementation and use of new technologies.
Maintain close working relationships between consultant(s) and patient, using tact, diplomacy, reassurance and discretion. Hub Leader Medical Secretary(s) Patient Service Manager
Provide accurate, relevant and timely information to support clinical staff and managers in delivering high quality patient care and meeting the business needs of the Trust by: Being responsible for accurately maintaining the Patient Administration System, including electronic tracking of notes, closing and updating referrals, adding to the waiting list and instigating transfers to other providers.
Liaison with medical, nursing and secretarial staff in arranging patients’ admission to hospital and attendance at outpatient clinics.
Updating 18 week monitoring information on a weekly basis
Ensuring that investigation results are checked and signed before filing in the case notes accurately, following Airedale NHS Trust procedures and guidelines.
(NB All investigation results must be signed by a Doctor before being filed).
Respond to enquiries from patients and their relatives in a constructive and sympathetic manner. Exercise independent judgement and initiative based on acquired knowledge when problems arise by taking appropriate action to resolve or by referring to the appropriate person.
Managing incoming and outgoing correspondence, prioritising issues and signposting urgent referrals / clinical correspondence as necessary.
Manage calendars effectively and efficiently.
Produce high quality documents (including text processed) from written, recorded, dictated material etc.
Booking notes in and out of the office, actioning tasks and general duties when band 2 administrator is absent.
Ensure professional standards and the appropriate style of communication is deployed depending on the situation.

Establish and maintain good working relationships both internally and externally.
Be responsible for organising multidisciplinary meetings, conferences and events as required or in support of colleagues.
Prepare papers, attend meetings and clinics and take formal minutes as required or as part of cross cover within the Specialty administration team.
Create, manage and maintain effective patient and file management systems.
Manage own workload and activity so that deadlines are achieved.
Perform any other duties which fall within the range of this post grade, within the area of responsibility as defined above.
Attend all Staff Development Reviews where training and development needs will be identified, attend mandatory and identified training.
Where required deputise for Line Manager

4. Working as part of a Team

Work as part of the Specialty Administration Team.
Work flexibly within core working hours to ensure the locality administration team is appropriately covered and supported.
Support Hub Leader and Team in the day to day running of the specialty administration team.
To cross cover for other colleagues in their absence and deputise for the Hub Leader as required,
Any other duties as required and specific to the role.

5.Managing Self
Participate in regular team meetings.
Attend all mandatory training.
Participate annually identifying, developing and agreeing your own development plan with
your line manager using the Trust Appraisal process.
Comply with all Trust policies, procedures and protocols.
Pay regard to materials and equipment.
Carry out duties with due regard to the Trust’s Equal Opportunity Policy, the Data Protection Act and Confidentiality Code of Practice.
Seek advice and support from your line manager whenever necessary.

6.Staff Supervision and Support
 Oversee the day to day work of identified administrative staff within the specialty administration team.