Job Description

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY 1. To be fully conversant with and adhere to standard operating procedures, policies and agreed departmental procedures. 2. To promptly process patient and/or other correspondence, documentation, letters and reports adhering to strict deadlines.



3. To provide a full clerical support service to various departments including organising, sorting and filing documents and papers; dealing with incoming and outgoing paper and electronic post as required; photocopying, faxing and distributing information by post or email; typing letters and other documents. 4. To greet patients and visitors to the department, providing an efficient and courteous service, referring queries or concerns regarding patients and other visitors to the department to appropriate senior staff.



5. To plan and book appointments in priority order in accordance with departmental policy in a timely and efficient manner and arrange transport/interpreting services where appropriate. 6. Check/enter patient and/or other details on the Patient Administration and other Systems.



7. To request and retrieve relevant information from the appropriate administration system (electronic or paper systems) as necessary. 8. Prepare documentation for processing, including inputting, photocopying or scanning.



9. Check documentation is complete and available when needed in relevant clinic or ward e.g. case notes, test results and X-Rays etc. 10.



Where necessary, to be responsible for handling and/or banking cash and cheques. May be authorised signatory for small cash/financial payments. 11. Report and respond to any system faults and errors.



12. Maintain and update patient/departmental databases, ensuring patient and other information is accurately recorded, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager. 13. To deal with telephone and in-person queries from patients and relatives, Trust staff and external agencies in a polite and helpful manner, observing the need for discretion and courtesy.



Taking responsibility for returning any follow up calls as necessary. 14. Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality. 15.



Collect and deliver patient or other documentation/reports around Trust when required using appropriate equipment as necessary. 16. Provide suitable cover for other clerical staff in cases of absences, as delegated by line manager. 17.

Assisting to maintain high standards of care, including:

- Maintain a safe working environment, reporting incidents, accidents, complaints. Understand the need to maintain and respect patient confidentiality. Participate in in-service training. Participate in mandatory training annually.



Participate in annual performance appraisal. 18. Visit and/or work at other designated Trust sites as required to ensure continuity of service/patient care. 19.



General office work and any other duties assigned by the Outpatient Supervisor, Assistant Patient Services Co-ordinator, Outpatient Site Manager, Service Manager or other member of the Senior Management team, which may include: - Monitoring and maintaining appropriate/agreed levels of stock and non-stock items, including stationery and office supplies. Maintaining diaries for senior staff.