To provide comprehensive secretarial and administrative support to clinical staff including the
manager, supervising the administration team and ensuring the smooth running of the
incoming referrals function, including ensuring sufficient cover is provided in times of sickness
and annual leave.
To be responsible for maintaining sickness and absence records for all staff and
related employee information.
To act as central administrative contact point for the team.
To supervise junior staff including allocating workload and reviewing performance.
To maintain an overview of the referral administration function and workflow within the team.
To consistently deliver a patient focussed service, which promotes good customer service and
effective working relationships.
To provide effective secretarial support including diary management, phone calls and
typing correspondence producing documents to a good standard, using Trust templates, in line with Trust guidelines.
To arrange, prepare the agenda for and take minutes of triage meetings and other meetings as directed.
To lead on the administration process for the recruitment of staff – i.e., sending interview letters, servicing interview panel and liaising with recruitment team subsequent to interview.
In conjunction with the manager organise and co-ordinate staff training.
To maintain records of sickness/absence/leave for the team.
To maintain up to date staff details including emergency contacts details etc.
To provide/obtain reports and data as required.
Abide by the standards of behaviour expected by their professional body and the standards of behaviour expected of all staff in the Trust disciplinary policy and procedure.
Adhere to all Trust policies and procedures and are responsible for making themselves aware of these policies and procedures.
Treat information relating to service users, employees and businesses of the Trust in the strictest confidence. Under no circumstances should such
information be discussed with any unauthorised person(s) or organisations. At all times employees are required to comply with the provisions of the Data Protection Act.
Maintain their own awareness of, and comply with, policies and procedures relating to Health and Safety (whether statutory or Trust), and assist in ensuring the compliance of other staff.
Support the Trust's visions and values and in particular the promotion of a
positive approach to diversity, equality, rights, and treating others with dignity and respect; to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply by adhering to the Trust's Equality and Diversity Policy.
Demonstrate the core principles of safeguarding and protection Human Rights; treating people with dignity, fairness, equality, respect and autonomy.
To provide effective secretarial support including diary management, phone calls and typing correspondence producing documents to a good standard, using Trust templates, in line with Trust guidelines.
To arrange, prepare the agenda for and take minutes of triage meetings and other meetings as directed.
To lead on the administration process for the recruitment of staff – i.e., sending interview letters, servicing interview panel and liaising with recruitment team subsequent to interview.
In conjunction with the manager organise and co-ordinate staff training.
To maintain records of sickness/absence/leave for the team.
To maintain up to date staff details including emergency contacts details etc.
To provide/obtain reports and data as required.
Administration
To provide a comprehensive and professional secretarial and administration service to the triage team.
To operate and update computerised database systems including trust systems and any bespoke systems local to the team.
To operate and update any waiting lists contained within the team.
To maintain comprehensive paper and electronic filing systems.
To provide support to colleagues in relation to difficult or anxious service users, carers and relatives be it face to face or over the phone.
To organise any additional resources required for appointments or meetings, for example, interpreters.
To participated in a rota to cover reception duties if required
Administration systems and staff
In conjunction with the manager set up and continue to develop effective administrative services to ensure a timely and efficient service to the team, service users and associated individuals, including accessibility of policies/procedures/information, safe and storage of service user records, effective filing systems, communications systems, referral systems and personnel records.
To maintain an overview of the administration function and workflow within the team discussing any areas of concern with the manager.
To co-ordinate the work of other administrative staff within the team, delegating responsibilities, monitoring performance and maintaining high standards and good practice amongst the administrative staff and administrative systems.
In conjunction with the service manager be actively involved in the recruitment and retention of administrative staff, i.e. short-listing and interviewing.
To ensure there is adequate cover provided amongst administrative staff during times of annual leave, training and sickness.
Office Management
To liaise with the building manager regarding building wide protocols including moving equipment, phone lines and building security.
To be responsible for staff induction with regard to safety and security including setting the burglar alarm, ensuring that staff follow the appropriate procedure in notifying late clinics and their presence in the building by using lone worker protocol.
To take responsibility for effective use of office supplies.
To manage petty cash floats and any other financial procedures in line with Trust procedures
Order stock and non-stock items on the Oracle system.
General
To carry out any other duties in line with the grade and scope of the post, working as part of the team and to cover as necessary for annual leave and sickness.
To assist with any additional duties the clinical team may take on.
To act as a resource on ICT matters, as appropriate
To participate in the Trusts supervision and appraisal system.
To ensure that own essential training is maintained and up to date. To attend any local training/development sessions as appropriate.