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Detailed job description and main responsibilities

·         To provide an administrative service to the Department.

·         To plan and organise own work schedule with the use of appropriate planning aids, demonstrating good time management and ensure anticipated difficulties in meeting deadlines are promptly reported.

·         Deal with Consultants requests for actioning urgent correspondence, medico-legal reports and any other appropriate adhoc correspondence requested in line with the Trusts policies and procedures

·         To obtain and organise information in support of own work activities, maintain confidentiality in accordance with organisation procedures.

·         Answer queries from colleagues, GP’s and patients in a timely and professional manner.

·         To ensure that secure systems are in place for the storage of all resources including computerised information.

·         To promptly open incoming mail, linking to relevant medical records and distributing post to Consultants where necessary.

·         Scanning and uploading relevant patient medical documents into the Trust’s Electronic Patient Record system.

·         Set up and maintain effective filing, bring forward and retrieval systems.

·         To assist clinicians with sending letters using Epic where incomplete patient information e.g. address or where attachments need to be included.

·         To develop and maintain effective working relationships with other staff in the department and the Trust ensuring a professional and seamless service is provided.  In particular this will require regular liaison with various departments.

·         To assist clinicians with sending letters using Epic where incomplete patient information e.g. address or where attachments need to be included.

·         To adhere to Trust Values in promoting all aspects of care and standards.

·         To ensure all phone calls are dealt with in a professional and timely manner adhering to the local targets set by the department and Trust

·         Provide cover for other staff within the team who are on leave or out of the office.

·         To operate the various IT systems used to fulfil the role/department requirements.

·         To liaise with other hospitals, other personnel and patients proactively and at the request of a Consultant and the Service Manager.

·         To undertake photocopying/scanning duties as required.

Data Administration

• To enter patient data and text correctly into the Trust’s Electronic Patient Record system, identify errors and amend in accordance with the organisational procedures
• To achieve all data input within agreed Trust deadlines
• To ensure the Trust’s Electronic Patient Record system reflects the Trust’s up to date patient status
• Ensuring confidentiality and security of data in accordance with organisational requirements and in line with the Data Protection Act.

Enquiry Handling/Customer Care

• Respond to callers and/or visitors promptly and courteously, identifying their needs and referring them as appropriate to the relevant discipline
• To adopt methods of communication and support which are suited to the needs of the visitors and/or callers
• To acknowledge difficulties in communication or in providing support and seek help as appropriate
• To follow established procedures and demonstrate appropriate behaviour in dealing with awkward or aggressive visitors and/or callers
• To adhere to Trust Values in promoting all aspects of Customer Care to a high standard.