Job responsibilities
ADDITIONAL REQUIREMENTS AND RESPONSIBILITIES: -
COMMUNICATION SKILLS:
- Deal effectively and efficiently with any enquiries (telephone or face to face) from clinical and non-clinical staff within the Trust in a professional manner.
- Deal with routine telephone enquiries from parents/carers/general public in a professional, polite and confidential manner, referring to appropriate person/department regarding any enquiries outside of the post holders remit.
- Liaise with clinicians in a timely and professional manner in relation to patient queries.
- Attend and contribute to departmental meetings, team briefs etc.
ANALYSIS AND JUDGEMENT SKILLS:
- To use own initiative within the remit of the post.
- Ensure accurate and appropriate action is taken with regards to all clinical correspondence
- Participate in flexible staff rota.
PLANNING & ORGANIZATIONAL SKILLS:
- Plan, organize and prioritize own tasks, ensuring work is completed within locally agreed timescales.
- Ensure all incoming and outgoing correspondence is dealt with in a timely manner, including appropriate action to deal with all new referrals within locally agreed timescale and posting, sorting and distribution of clinical correspondence.
- Maintain departmental filing system (electronically) to ensure easy retrieval of all documentation.
- Provide cover in the absence of administrative assistants within ASD and ADHD to ensure the needs of the service are met during planned and unplanned leave.
PHYSICAL SKILLS & DEXTERITY
- The post holder will be required to have frequent periods of sitting and standing.
- The post holder will be required to have frequent use of a VDU screen for data entry.
- The post holder may be required to handle and move heavy objects, e.g. case notes, stationery boxes etc.
- The post holder will require good keyboard skills.
PATIENT CARE:
- Deal with all enquiries from patients/parents/carers in a confidential and sensitive nature.
- Liaise with internal/external agencies as and when required to ensure the best possible patient experience, for example booking transport, interpreters, etc.
POLICY & SERVICE DEVELOPMENT:
- To comply with all Trust and local departmental policies and procedures.
- To be responsible for the general housekeeping of own work area, as well as departmental common areas, reporting any faulty or broken equipment and adhering to the Trust Risk Management Strategy.
- Undergo all statutory/mandatory training as and when required.
- To take reasonable care for the health and safety of oneself, as well as others.
- Adhere to Trust risk management policies to ensure a safe working environment.
- The post holder is required to comply with the Trust policies on infection prevention and control, bringing any deficiencies to the attention of the Line Manager.
RESPONSIBILITY FOR FINANCIAL & OTHER RESOURCES:
- To raise orders for equipment and consumables and maintain adequate supplies within the department using the Trust procurement system.
HUMAN RESOURCES & TRAINING:
- Undergo continuous professional development as identified in personal development plan/review, in conjunction with the Knowledge & Skills Framework (KSF) outline for this post.
- To assist in the support and training of less experienced staff within the department.
IT OR OTHER INFORMATION SYSTEMS/RECORD KEEPING:
- To use Microsoft Word/Excel/ PowerPoint etc. to produce reports and other information to a high standard.
- To undertake photocopying and filing of paper and electronic filing. Producing related resources for service users and distributing as appropriate
- Ensure all information on the Patient Administration System is updated and accurate, in line with the Trust Data Quality Policy and liaise with colleagues as required, ensuring any necessary changes are actioned.
- Undertake training of the National GP Database in order to check and/or update patient demographic details.
- Following consultation, to cooperate in the introduction of new technology in addition to that already in place as it may apply to the duties of the post holder.
- Undertake regular refresher training in information technology to ensure knowledge and skills are kept up to date.
- Ensure any other patient identifiable information (other than that stored on the Patient Administration System) is stored and used in line with the Trusts Information Governance Policy.
RESEARCH & AUDIT:
- To assist with any administrative audit requirements in line with the duties of the post.
MANAGEMENT & LEADERSHIP:
- To support the identification of more efficient ways of working within area of responsibility.
- To comply with all Trust and department policies and procedures.
Other Job Related Factors
Freedom to Act:
- Work within clearly defined policies and standard operating procedures.
- Manage work within standard operating procedures (SOPs) with access to supervisor for support and advice.
Additional Information
- Following an initial probationary period, the role will be, in accordance with the Trusts Flexible Working Policy, both remote and on site working to meet the needs of the service, on a rotational basis.
Physical Effort Required for the Job:
- Some lifting may be required when filling or handling stationary stock.
- Frequent sitting.
- Occasional moderate effort for short periods.
Mental Effort Required for Concentration and Multi-Tasking:
- Frequent concentration patterns.
- Work patterns can be predictable.
Emotional Effort Required for the Job:
- May have indirect exposure to distressing or traumatic situations but unlikely.
Working Conditions
