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ORGANISATION
•    Ensure the smooth running of the office/team including the assessment of priorities and the initiation of preparatory action.

•    Using the in-house patient data tracking system ensure that all patient case notes passing through the office are booked in and out appropriately.

•    Following guidance work within defined national and local targets e.g. 18 weeks and monitor on a regular basis, identifying potential breaches

•    Under the direction of the Senior Paediatric Medical Secretary implement procedural changes to working systems/processes.

•    Assists in the co-ordination of outpatient clinics. Being responsive to changing circumstances.

COMMUNICATION
•    To work closely with all staff providing an accurate, high quality and complete secretarial service including proof reading, audio typing, photocopying and the composition of letters. 
•    Provide the first point of contact for written, email and telephone enquiries on behalf of the Consultant and team.

•    Ensure all enquiries from patients, colleagues and GPs are dealt with promptly, effectively and positively in the department, producing file notes as necessary.

•    Respond to emails and telephone calls from anxious and distressed patients, taking messages and resolving problems when possible, in a professional and competent manner and takes responsibility for the required action. 

•    Opening and dealing with incoming correspondences as appropriate.

•    Ensures any follow-up appointments are arranged for patients as necessary. 

•    Promotes the dissemination of quality patient information.

INFORMATION

•    Keep up to date with technological developments with regard to developing appropriate skills in the use of current office technology e.g. spreadsheets, databases, Outlook, presentations etc.

•    Maintain comprehensive office systems ensuring prompt access to information.

•    Maintain electronic systems e.g. database, spreadsheets, etc. containing patient-related information.

•    Able to maintain the administrative aspect of patient care e.g. electronic patient record.

•    Ensure that case notes are correctly maintained following guidelines and that the documentation contained therein is correct.  High quality standards are to be maintained at all times.