Job Description

To provide a full range of confidential secretarial/administrative support to Consultants and supporting clinical staff, working with minimal supervision To provide a timely and accurate copy and typing service to the department, producing letters, reports and other correspondence, as required. To undertake typing and distribution of clinical and other patient-related and general correspondence, produced by Consultants and supporting clinical staff, to achieve Trust standards of accuracy and timeliness To deal with telephone enquiries, taking and conveying messages appropriately To transmit electronic mail, photocopy and scan documents and circulate information within Trust or departmental timescales To be the point of contact for staff, patients and others within and outside the organisation, responding to external and internal telephone enquiries, taking appropriate and timely action required, including requesting appointments, giving non-clinical advice, onward referral to relevant department etc To receive and respond to internal and external correspondence, taking appropriate and timely action as required, in accordance with Trust and/or departmental standards and processes To book investigations as directed by clinical staff, ensuring test results are presented to medical staff on receipt, where these are not available electronically To maintain accurate patient and GP details on the Trusts central and local Patient Administration and Clinical Systems, as required To ensure patient information is bar-coded correctly for scanning into the electronic clinical document management system To manage electronic diaries, as required To support arrangement of on call rotas, as required To action all clinic cancellations arising from annual leave, study leave and on call rotas as quickly as possible To monitor and action diabetes admin and urgent radiology shared inboxes and disseminate the information to the relevant Consultant/On call Consultant To check and action SystmOne tasks sent in from GP surgeries, out of hours service etc and bring any relevant tasks to the attention of the clinical staff To organise meetings, including arranging venues, preparing agendas, collating and issuing papers and attending for taking and production of minutes, as required To operate efficient and up-to-date administrative systems and processes for all office tasks To maintain accurate and timely data entry to databases to meet service requirements To prioritise own workload to meet the needs of the patients and Consultants and ensure all deadlines are met To support new and/or less experienced staff, as directed by line manager/head of service To take notes at informal meetings and transcribe, as required. To maintain an up to date filing and archive filing system, disposing of archived records and documentation according to Trust policy To provide cover as required during absence of colleagues The post holder may be required to undertake the role of Information Asset Administrator or Information Asset Owner to provide support for the control and administration of information assets within their area/department (details available on the Health Informatics web page) The post holder may be required to undertake the role of Registration Authority Agent/Sponsor which includes supporting the NHS Care Records Service applications using smartcards and appropriate access files