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Detailed job description and main responsibilities

Key Result Areas:

• Provide comprehensive and efficient administrative support to the service; this will include handling all aspects of correspondence, including processing referrals and dealing with telephone
• Use a range of computer systems (Clinical / Patient Record Systems, Microsoft Office package, e-Referral System/eRS) to actively manage patients throughout their care pathways and to undertake any actions that arise from completed clinics (such as booking follow up appointments/telephone calls, sending patient letters and managing DNA’s), ensuring that clinic capacity is used as efficiently as
• Liaise with other directorates and staff at all levels, both internally and externally. Liaise with clinicians within General Practice, hospitals and other services to gather information and provide Maintaining effective communication with clinicians and administrative staff.
• Assess and resolve patient queries concerning their referrals and appointments in a timely professional manner. Ensuring that any patients potentially at risk are escalated through agreed
• Daily management of General Practice referral work lists via eRS, including planning administrative work around generation of referrals. Working with practices to resolve queries and issues which arise through the referral
• Record information using a variety of computer systems ensuring there are no delays in the processing of referrals. Ensuring accuracy and quality of data recorded using available reporting tools to check data
• Ensure that all documents and correspondence are filed correctly on the clinical systems.
• Be responsible for maintaining comprehensive filing and database
• Provide an efficient service processing correspondence for GPs and Health Professionals as required. This includes downloading and saving documents such as letters, reports and referrals, and dealing with minutes, memorandums, within an agreed timeframe.
• Produce from notes inputted on the clinical system, word processed letters and reports to a high standard of presentation and accuracy using appropriate Trust templates, in line with Trust guidelines. Some letters and reports may contain very distressing
• Be responsible for initiating and sending out, without reference, routine correspondence and a variety of self-help
• Be responsible for managing clinical diaries, ensuring that clinics are fully booked and necessary diary changes are undertaken in a fast and efficient
• To organise transport, interpreters and other services for service users as and when necessary.
• Be responsible for preparation of non-routine
• Organise and facilitate relevant meetings, preparing the agenda, taking
• Open and process incoming and outgoing mail for the
• Attend team meetings, regular briefings and training sessions in accordance with the role. To take minutes and write up actions from admin team meetings, and circulate in a timely way.
• Ensure that all information is handled in a confidential manner, in line with the relevant policies.
• Maintain data security and patient confidentiality by adhering to agreed auditable processes and
• Work on own initiative, to plan time effectively, to multi-task successfully, and priotitise own work load on a daily basis, working autonomously within own work area seeking advice where appropriate.
• Be responsible for creating, retrieving and filing
• Be responsible for maintaining comprehensive filing and database
• Issue petty cash for reimbursement of travel costs, in line with the Trust policy, following the appropriate
• Provide reception services if needed, receiving visitors on behalf of the department, dealing sensitively with people, in person and on the telephone or via electronic communications, taking accurate messages and providing follow up action as required, using appropriate
• Accurately record messages and information from any callers and to initiate appropriate procedures, maintaining effective channels of
• Act as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons
• Liaise with external agencies. To undertake photocopying, faxing, post and filing as required.
• Assist in room allocation and re-ordering
• Ensure compliance with departmental policies and procedures with regard to the security of the
• Assist in the induction and training of new staff both within the Administration Team and across the wider service as
• Provide cover for other administrative
• Maintain records of sickness/absence/leave for the
• Participate in the Trust’s supervision and appraisal system.