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Detailed job description and main responsibilities

     The post holder will be required to communicate with:

• All levels of staff working for the Trust, particularly Consultant medical staff and the management team
• All levels of staff working for NHS organisations outside of the Trust including local General Practitioners and the Primary Care Trust representatives
• The general public, including allied agencies, the local authority including schools and social care
• Develop good working relationships with staff within their own department and other departments within the Trust, demonstrating good empathic and listening skills.
• Work as part of a multi-disciplinary team, working with the team to maintain and support Departmental/Directorate policies and procedures.
• Provide support to colleagues to ensure that Outpatient clinic letters are produced in a timely manner.
• Telephone contact with patients or their carers will frequently be of a sensitive nature & confidentiality must be always maintained.
• Good communication skills required demonstrating diplomacy, tact, negotiation skills and empathy

1.    KEY RESULT AREAS

Responsibility for Patients

• There will be some contact with patients during the general course of duties, mostly via the telephone, regarding appointments or queries for a consultant.  The post holder will be required to deal with all such queries sympathetically, compassionately and efficiently, whilst maintaining patient confidentiality at all times.

Responsibility for Policy and Service Development

• The post holder will be required to follow all relevant Trust policies and always adhere to departmental guidelines.
• All tasks are organised and produced to required standards and within specified timescales, in agreement with line manager
• Maintain and develop own knowledge and skills through appraisal.
• Increase personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.

Responsibility for Financial and Physical Resources

• The post holder will be required to undertake a personal duty of care to the equipment within the department

Responsibility for Staff

• The post holder may be required on occasions to assist with the training and induction of new secretarial staff.
• The post holder may be required to supervise junior secretarial staff.
• The post holder will be expected to demonstrate a personal duty of care and consideration to their colleagues and other staff members within the Trust.
• In the absence of secretarial colleagues, be able to prioritise workload to ensure an element of cross cover within the Department, liaising with line manager where necessary.

Responsibility for Information Resources

• Efficient and effective use of the various computer systems to ensure the accurate recording of patient information.
• Clinic letters, reports, presentations etc to be produced using a variety of secretarial skills, i.e., from dictation, audio typing or otherwise, and within agreed standards and procedures.
• Transcribe minutes of meetings that are held within the department as required.
• Maintain and develop patient information, clerical, secretarial and record keeping systems in line with established Trust systems, liaising with Medical Records and other support services where necessary.
• Ensure filing and documentation is maintained using established departmental systems.
• Ensure that all tasks are organised and completed to expected standards within appropriate timescales.
• Maintain the Trust’s computerised Patient Administration System (PAS).
• Ensure patient tracking list (PTL) is maintained accurately for own area.

Responsibility for Research and Development

• Gather & collate audit/research or other data as required for the department.

Other Key Areas

• Deal with incoming mail, making appointments, accepting telephone calls, maintaining diaries, taking necessary action as appropriate.
• Ensure that all tasks are organised and produced to expected standards and within reasonable timescales in response to service demands.
• Validate outpatient lists for consultants in accordance with standard Trust procedures.
• Ensures that all consultant clinic letters are typed on the Trust’s PAS
• Co-ordinating all administrative support for the Core Diagnostic Team