Job summary o To provide a typing and administration support service within the Audiology Department o To perform all allocated secretarial and administration tasks required in order to meet the needs of the service o To undergo training as necessary to meet the needs of new developments o To provide an efficient administration service to support the patient pathway Main duties of the job o Provide efficient and comprehensive secretarial and administrative support within the Audiology Department. o Contribute to the department operating to the highest standards, ensuring that it not only meets but exceeds patients expectations. o Be responsible for ensuring that all duties are carried out in accordance with the correct procedures and policies. o Support the team in developing the range of competencies required. o Significantly contribute to the delivery of Trust standards for clinic typing. o Ensure that e-Track information is correct and accurate and relayed to the Senior Audiology Administrator in a timely fashion. o Deal sensitively and effectively with telephone enquiries from patients, relatives and colleagues ensuring confidentiality is maintained at all times. o Dealing with incoming mail. About us Priority will be given to colleagues identified as at risk through the Trust's redeployment process. Job description Job responsibilities Provide efficient and comprehensive secretarial and administrative support within the Audiology Department. Contribute to the department operating to the highest standards, ensuring that it not only meets but exceeds patients expectations. Be responsible for ensuring that all duties are carried out in accordance with the correct procedures and policies. Support the team in developing the range of competencies required. Significantly contribute to the delivery of Trust standards for clinic typing. Ensure that e-Track information is correct and accurate and relayed to the Senior Audiology Administrator in a timely fashion. Deal sensitively and effectively with telephone enquiries from patients, relatives and colleagues ensuring confidentiality is maintained at all times. Dealing with incoming mail. Administration Patient Records The post holder is required to maintain both paper and computerised records in accordance with Trust standards. Ensure that data entered onto any local systems is complete and accurate. Ensure patients receive accurate information using the Medway system under the guidance of the Senior Administrator. Ensure any information detailed in clinic communications have been actioned appropriately and highlight to relevant department e.g. booking of follow up appointments. Work within guidelines relating to data protection and confidentiality. Deal with any problems in a constructive manner, communication with relevant staff as necessary. Access to GP tracing database to maintain and keep patients details up to date. Administration General General Administrative duties, as required to include: Timely distribution of letters and information, both for Trust and external post within the expected turnaround time. Teamwork The post holder will maintain good working relationships with staff in the Audiology Department and other Trust departments. Work flexibly and liaise with secretarial team to maintain and ensure smooth running of Surgery Directorate gaining additional skills as required. Ensure awareness of current issues within the Surgery Directorate and those in other areas of the Trust. Attend meetings when relevant and practical. Communicate in an appropriate manner. Standards and Performance To understand current policies, guidelines and procedures for the management of the service area. To follow guidance and work, within defined national and local targets, (e.g. waiting time and cancer targets) highlighting any areas of concern. Ensure data and information, both paper and electronic, are completed in accordance with agreed policies and procedures. In accordance with the agreed process, ensure data and information is recorded and inputted into the relevant systems in an accurate and timely manner. Additional Information To ensure that audiology secretarial and administration functions are carried out to the highest quality by monitoring and improving services. Organise and control own workload ensuring deadlines are observed and duties performed efficiently. To develop IT skills as required to fulfil the responsibilities of the post. To ensure that there is a co-ordinated approach to service delivery on all sites within the Trust to promote good working relations. The post holder must at all times carry out their duties with due regard to the Trusts Equal Opportunities Policy. To ensure that all duties carried out to the highest possible standard, and in accordance with current quality initiatives within the areas of work. All staff are required to respect confidentiality of all matters that they may learn in the course of their employment. All staff are expected to respect the requirements of the Data Protection Act. Any other duties, agreed between the post holder and their manager, which may be required in order to facilitate the efficient and effective running of the service. Ensure that you contribute to the department operating to the highest standards and that it not only meets but exceeds customer expectations. Be responsible to ensuring that all duties are carried out in accordance with the correct procedures and policies. Support the team in developing the range of competencies required. Significantly contribute to the delivery of Trust standards for clinic typing. The job description reflects the present requirements and objectives of the post, it does not form part of your contract of employment. As the duties of the post change and develop the job description will be reviewed and will be subject to amendment, in consultation with the post holder. Job description Job responsibilities Provide efficient and comprehensive secretarial and administrative support within the Audiology Department. Contribute to the department operating to the highest standards, ensuring that it not only meets but exceeds patients expectations. Be responsible for ensuring that all duties are carried out in accordance with the correct procedures and policies. Support the team in developing the range of competencies required. Significantly contribute to the delivery of Trust standards for clinic typing. Ensure that e-Track information is correct and accurate and relayed to the Senior Audiology Administrator in a timely fashion. Deal sensitively and effectively with telephone enquiries from patients, relatives and colleagues ensuring confidentiality is maintained at all times. Dealing with incoming mail. Administration Patient Records The post holder is required to maintain both paper and computerised records in accordance with Trust standards. Ensure that data entered onto any local systems is complete and accurate. Ensure patients receive accurate information using the Medway system under the guidance of the Senior Administrator. Ensure any information detailed in clinic communications have been actioned appropriately and highlight to relevant department e.g. booking of follow up appointments. Work within guidelines relating to data protection and confidentiality. Deal with any problems in a constructive manner, communication with relevant staff as necessary. Access to GP tracing database to maintain and keep patients details up to date. Administration General General Administrative duties, as required to include: Timely distribution of letters and information, both for Trust and external post within the expected turnaround time. Teamwork The post holder will maintain good working relationships with staff in the Audiology Department and other Trust departments. Work flexibly and liaise with secretarial team to maintain and ensure smooth running of Surgery Directorate gaining additional skills as required. Ensure awareness of current issues within the Surgery Directorate and those in other areas of the Trust. Attend meetings when relevant and practical. Communicate in an appropriate manner. Standards and Performance To understand current policies, guidelines and procedures for the management of the service area. To follow guidance and work, within defined national and local targets, (e.g. waiting time and cancer targets) highlighting any areas of concern. Ensure data and information, both paper and electronic, are completed in accordance with agreed policies and procedures. In accordance with the agreed process, ensure data and information is recorded and inputted into the relevant systems in an accurate and timely manner. Additional Information To ensure that audiology secretarial and administration functions are carried out to the highest quality by monitoring and improving services. Organise and control own workload ensuring deadlines are observed and duties performed efficiently. To develop IT skills as required to fulfil the responsibilities of the post. To ensure that there is a co-ordinated approach to service delivery on all sites within the Trust to promote good working relations. The post holder must at all times carry out their duties with due regard to the Trusts Equal Opportunities Policy. To ensure that all duties carried out to the highest possible standard, and in accordance with current quality initiatives within the areas of work. All staff are required to respect confidentiality of all matters that they may learn in the course of their employment. All staff are expected to respect the requirements of the Data Protection Act. Any other duties, agreed between the post holder and their manager, which may be required in order to facilitate the efficient and effective running of the service. Ensure that you contribute to the department operating to the highest standards and that it not only meets but exceeds customer expectations. Be responsible to ensuring that all duties are carried out in accordance with the correct procedures and policies. Support the team in developing the range of competencies required. Significantly contribute to the delivery of Trust standards for clinic typing. The job description reflects the present requirements and objectives of the post, it does not form part of your contract of employment. As the duties of the post change and develop the job description will be reviewed and will be subject to amendment, in consultation with the post holder. Person Specification Application form and interview Essential Educated to GCSE level standard English Language at Grade A - C (or equivalent) Previous Secretarial/Office experience Demonstrate an understanding of customer care/ability to work with sensitive and confidential information Good standard of written and verbal communication at all levels Ability to prioritise workload and work under pressure to ensure deadlines are achieved Organisational skills and a flexible approach to work Desirable NVQ 2 in Business Administration Experience of using MS Office, particularly MS Word and Outlook Experience of using Hospital systems Person Specification Application form and interview Essential Educated to GCSE level standard English Language at Grade A - C (or equivalent) Previous Secretarial/Office experience Demonstrate an understanding of customer care/ability to work with sensitive and confidential information Good standard of written and verbal communication at all levels Ability to prioritise workload and work under pressure to ensure deadlines are achieved Organisational skills and a flexible approach to work Desirable NVQ 2 in Business Administration Experience of using MS Office, particularly MS Word and Outlook Experience of using Hospital systems Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name North West Anglia NHS Foundation Trust Address Peterborough City Hospital Peterborough PE3 9GZ Employer's website