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Detailed job description and main responsibilities

·       Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team.

·       To be highly skilled and experienced in the full range of secretarial work practices, software programs, and specialised functional terms.

·       To be highly proficient and expert in care notes, advising and guiding others in team, supporting new users and instructing them as necessary.

·       To use proficient internet skills to access, search and retrieve data relevant to team.

·       To use touch typing, audio and shorthand skills as necessary in daily work to produce work in a timely manner.

·       To use knowledge, and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.

·       To update skills as necessary and attend mandatory training.

·       To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.

·       To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.

·       To participate in yearly appraisals with supervisor/line manager

Clinical Responsibility

·       To give nonclinical advice only

·       Responsible for informing services users of appointments, changes to appointments, cancellations in person, telephone or by letter.

To negotiate agreements and co-operation from patients using tact at all times. 

·       To be the first point of call for service users, using developed communication skills and liaising with others to ensure the best possible care.

Leadership and Staff Management Responsibility

·       To be responsible for the training and development of students/trainees and temporary staff or equivalent others.

Financial responsibility

·       To manage and be responsible for petty cash

·       To order non-stock requisitions, researching equipment/products if necessary

·       To regularly monitor stationery levels, ordering as appropriate.

·       To maintain and be responsible for maintaining equipment and reporting faults

Service Development and Improvement

·       To take the lead in deciding and implementing relevant changes to own work area.

·       To propose changes to working practices for own work area and negotiate with others where other work areas are affected.

·       To assist the team in research and development activities such as audit

·       To undertake surveys/audits of own work area as necessary

·       To be aware of Trust targets and implement in own work area as necessary.

Communications

To Communicate effectively with the Team Manager and team

·       To exchange confidential, sensitive information with staff, service users and carers, in person or on the telephone. The unpredictability of service users means that persuasive, re-assuring, empathic, counselling skills are required at all times.

To use developed communication skills with service users who may have difficulty understanding, and at times to give disappointing information to service users e.g. cancelling appointments

·       To be experienced with a range of communication methods including written, oral, telephone, fax, e-mail and scanner.

·       To provide cover for reception, as required and use effective communication in dealing with service users where there may be barriers to effective communication.

Other

The Post holder will be expected to manage their workload during any shift period in a reliable and efficient manner. The post holder must be flexible in his/her contribution to delivering the work of the team.

The post holder will require standard keyboard skill, and the ability to input accurate data whilst listening and communicating with callers, using audio and typing skills.

The Post holder will be required to be able to access information via the Internet and Intranet and through another web-based systems.

The Post holder will be required to effectively use scanning /  printing machine to assist them in collecting information.