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Detailed job description and main responsibilities

MAIN DUTIES

1. Provide confidential, comprehensive administration duties including dealing with sensitive or contentious information, together with sensitive staffing and financial information.
2. The post holder will be expected to work without direct supervision on a regular basis, given the nature of the workload.  They will need to decide when to involve the Senior Manager/s and take any necessary action.  This will depend on the postholder’s experience and knowledge but on occasion will be without the express approval of the Senior Manager
3. To organise and plan agreed meetings and associated processes including preparing agendas, papers and minute taking along with organising attendance and associated communication processes.
4. To organise and prioritise e-mails for the senior management team and consultants as required.
5. To organise and plan the workload, diary, and commitments, including scheduling of formal and complex meetings, ensuring deadlines are achieved and that the flow of work is prioritised in order that the directorate targets and objectives are delivered.
6. To provide clerical support across the directorate as and when required.
7. Ensure that the senior managers have appropriate briefings and supporting paperwork prior to, and when attending meetings.
8. Deal with telephone and general enquires, ensuring that appropriate messages are relayed; initiating action on routine matters or ensuring fuller action is taken.
9. Assist the Radiology Management team with the administration of the Non- Medical Referrer applications, ensuring the database of authorised NMR’s is accurate and up to date.
10. Provide support to the Clinical Director to produce the on-call rota and management of the same, arranging cover with out of hours reporting service providers in the event of sickness /absence.
11. Ensure that requests for urgent reports are managed in a timely manner.

Developments

1. Undertake delegated projects and assignments as required by the Directors. This will require a working knowledge of the organisation to support networking and collation of information from different sources.
2. Identify process improvements to respond to organisational and policy changes and initiatives.
3. To be involved in updating and maintenance of the Radiology page on the Intranet.
4. Ensure databases and records on the Radiology shared drives and sites are kept accurate and up to date.

COMMUNICATION

1. Establish good relationships and communications with a wide range of internal departments and external organisations.
2. Create and maintain effective working relationships with staff at all levels, internally and externally, acting to support the principles of equality and diversity.
3. The post holder will deal with telephone and general enquiries, ensuring that appropriate messages are relayed; a good level of concentration is required to take notes and transcribe these for circulation, initiating action on routine matters or ensuring fuller action is taken.
4. The post holder will manage and prioritise incoming and outgoing mail, dealing with all correspondence confidentially.
5. Be a point of contact for the Specialist Trainees (STs)
6. Update Q-Pulse with minutes from departmental meetings including Share to Care minutes.

TRAINING AND DEVELOPMENT

1. The post holder will be required to undertake core mandatory training in line with Trust policy.
2. The post holder will undertake annual appraisal in line with trust policy. Objectives will be set, and a personal development plan agreed.
3. To attend and contribute to staff meetings and forums, training courses, seminars and workshops to ensure development & enhancement.

ORGANISATIONAL RESPONSIBILITIES

1. Show commitment to continuous improvement of data quality, in particular ensuring that patients details are kept up to date on the PAS/RIS/ PACS. Taking personal responsibility for the quality of service provided and to contribute towards and support service improvement.
2. Propose changes to own work areas, initiating recommendations for more effective delivery. Co-operate fully in the introduction of new technology and of new methods of working.
3. Identify process improvements in divisional administration to respond to organisational and policy changes and initiatives.

PROFESSIONAL RESPONSIBILITIES

1. Undertake own personal and professional development. The post holder is required to maintain a personal development plan and identify own development requirements.

2. Be available anD aware of Major Incident procedures.
3. Be aware and adhere to departmental policies and procedures, updating personal records accordingly.