Job responsibilities
Administrative
1. To be responsible for the day to day management of the office and the development, implementation and maintenance of high quality office practices and procedures to ensure that all non-clinical requirements of the team are met.
2. To administer and supervise the maintenance of statistical information using a spreadsheet, database or dedicated Trust information system (including clinical and operational) ensuring that all information is readily available for presentation and for statistical returns.
3. To set up for each patient a monthly Ward Round templates, scanning any reports, forms, letters and procedures into the patient's Systm1 data.
4. To check the tableau reports weekly and rectify any breaches or to signpost breaches for rectification to the appropriate parties / professionals.
5. To develop and maintain the departments information resource library ensuring that literature and information is up to date and circulated to staff as appropriate.
6. To carry out a range of administrative tasks including the dissemination of information throughout the clinical team.
7. To oversee the efficient use of rooms for clinical purposes.
8. To take responsibility for ensuring that adequate stock levels of stationery and other clinical equipment are maintained at all times.
9. To liaise with internal and external suppliers and place orders for non clinical equipment.
10. To support and where appropriate take the lead on projects relevant to the department, for example organising Conferences and Training Events.
11. To prioritise own workload according to service needs and to manage conflicting priorities.
12. To have an understanding of health and safety regulation and assist in maintaining a safe environment for visitors to the service in accordance with fire, health and safety procedures.
Patient Administration
1. To supervise the quality of data entered on to the patient information system ensuring that they are in line with agreed procedures.
2. To generate standard letters to doctors, GPs and patients concerning attendance or otherwise at appointments.
3. To arrange for interpreters to be present during clinical sessions.
Unit Administration
1. To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the Unit in accordance with fire, health and safety procedures. To assist the Unit Manager in carrying out quarterly health and safety audits liaising with the Estates and Facilities department as and when necessary.
2. To be responsible for managing and monitoring day to day maintenance of the building (including repairs and cleaning and gardening).
3. To monitor the cleaning contract for the site
Secretarial
1. To provide a comprehensive secretarial support service to the unit and other members of the Multi-Disciplinary Team members.
2. To provide a receptionist service, ensuring that telephone calls, correspondence and direct contacts with clients and other internal or external agencies are dealt with in a sensitive, compassionate and professional manner, using judgement and discretion where necessary and to refer complex matters to relevant senior members of staff.
3. To be aware of the highly confidential nature of the service and the particular need to safeguard the confidentiality of the patients seen in the unit.
4. To manage diaries, arrange, organise and co-ordinate meetings and training events for the team as and when required.
5. To act as secretary at meetings, producing agendas, taking and distributing minutes as appropriate.
6. To prepare documents by copy or audio typing using Microsoft office software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.
7. To ensure that a central diary is maintained for all staff.
8.To be fully conversant with computer packages, promoting good presentation, including word-processing and spreadsheets.
Management of resources
1. To maintain the efficient running of the office at all times and to liaise with the Unit Manager if they are out of the office as and when required.
2. To evaluate and review service provision through the use of audits and surveys.
3. To take responsibility for arranging cover in the event of absences and annual leave for the bleep and referral list duties if delegated.
4. To prepare manpower returns/staff activity and quality monitoring reports in conjunction with the team leader.
5. To be responsible for the maintenance of office equipment within the unit.
6. To deal with invoices and ensure appropriate cross charging of funds where appropriate.
7. To develop relationships with internal and external agencies.
Communication
1. Patients, carers and relatives Non-clinical advice and information.
2. To provide a friendly, sensitive and welcoming atmosphere to the patient group,
3. Visitors/Public Non clinical advice and information, ensuring that visitor's log book is maintained.
4. Medical and Nursing staff receive and provide information relating to patients.
5. General Practitioners receive and provide information relating to patients and the service.
6. Outside agencies social services, voluntary organisations receive and provide information relating to patients and the service
Training
1. To participate in local induction of new employees to the unit.
2. To participate in the Trusts supervision and appraisal programme.
3. To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development
