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Detailed job description and main responsibilities

To ensure the operation of an efficient and effective secretarial service that meets the needs of the department.  Responsible for the planning of secretarial services to ensure service needs are met and ensuring the development of a cohesive service.

 To be responsible for the secretarial support across the service and to the Consultant Clinical Oncologists, including responsibility for a specific clinical workload.

 Responsible for ensuring workload entering the secretarial team is allocated appropriately.  Able to prioritise and reallocate workload among team members at short notice according to service need.   Responsible for liaising with the General Manager and Operations Manager to report staff shortages, unmanageable workloads or gaps in service, along with recommendations of how these could be resolved.  To liaise with colleagues ensuring cross-cover arrangements are in place during times of leave.

 Be responsible for clinic management and the co-ordination of consultants/juniors doctors leave, ensuring annual/study leave requests are appropriate and processed in a timely and seamless way and that on-call rotas are implemented into clinic capacity, liaising with clinicians and secretarial staff to take action on any issues arising.  Ensure all leave is recorded centrally and made available to the team for information and reporting purposes.

 Responsible for liaising with the Medway Corporate Applications team to escalate all clinic build issues; completing change forms, co-ordinating clinic change, overseeing patient reschedules and communicating change to all relevant staff in the service.

 Oversee the use of eRS, electronic referral system, within the service and supporting/training admin and clinical staff and assisting in reviewing processes as required.

 Assist in the induction of new consultants and junior medical staff; co-ordination of initial induction, requesting all IT access, and providing training in DocGen and other systems as required.

 Responsible for overseeing the use of Docgen and Olympus Transcribing services within the service and the administration of such, ensuring new users are registered in the systems and trained accordingly and communicating/training existing staff in system updates.

Prepare draft agendas and supporting information, maintain and update circulation lists, take and produce comprehensive minutes, distributing appropriately and providing other admin support for meetings as required. 

Ensure relevant meeting rooms are booked and ready for use for meetings as required