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Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES

SPECIFIC DUTIES AND RESPONSIBILITIES:

·     Liaise with all consultants in your area of responsibility to provide a full secretarial service, including all administrative duties and dealing with mail, which includes placing it in order of priority and acting on matters which can be dealt with without further reference.

·     Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.

·     Organize and schedule meetings and maintain an up-to-date diary for appointments, meetings and interviews.

·     Effectively monitor clinic templates liaising with clinical team and appropriate administration staff to ensure clinic numbers are manageable. Escalating to Admin and Service Managers when appropriate.

·     Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, acting on all matters which can be dealt with without further reference.

·     Answer written and verbal enquiries from patients/relatives, referring enquiries to consultants only when necessary.

·     Deal with stressful phone calls which can be emotional / abusive and of a sensitive nature from relatives/patients.

·     Liaise with internal and external departments to arrange clinical investigations/procedures.

·     Liaise with patients involved in trials undertaken by the team, coordinating all necessary information between patients, hospital and organizing bodies.

·     Ensure accurate input of patient details when entering data onto information databases and Patient Administration System (Careflow) including routine use of the case note tracking system.

·     Receive new patient referrals and organize appointment/admissions and arrange treatment as required.

·     Contribute to the appropriate management of the waiting list, particularly in relation to patients who fall within the two-week wait category

·     Co-ordinate annual leave within the group to ensure clinics are capped or cancelled as necessary in order that clinics are managed effectively, and nursing staff are allocated appropriately to other areas.

·     Contribute to the training of new members of staff within a given area as required.

·     Ensure case notes are kept up to date and that all investigations and other material (outside notes and films) are available for clinic appointments/admissions.

·     Provide information required to support the investigation of litigation cases.

·     Provide statistical information to the Information Department as required.

·     Work with Clinicians, Managers and Administration staff to review working practices, identify new improved ways of working and find solutions to problems.

·     Work with the management team to improve quality and range of services, with resources being managed according to agreed policies and priorities.

·     Ensure all relevant information is available for multi-disciplinary meetings for your team.  Co-ordinate case notes and reports where necessary.

ADDITIONAL REQUIREMENTS

• Always follow risk management procedures including the identification, assessment, and management of risk within the division.
• To abide by all Trust policies and Procedures.
• To be responsible for own professional /personal development, including participating in ongoing appraisal and personal development planning.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties and flexibility may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.