Detailed job description and main responsibilities

1.    To be accountable for all aspects of work and to prioritise work accordingly using own initiative both independently and as part of the team, with and without direct supervision.

2.    Able to assist with organising the inputting of all patient referrals and data onto the Community Patient Administration system within the team. This involves providing support to colleagues, problem solving any issues, contacting IT when there are unresolved issues with the system etc. 

3.    To be aware of levels of responsibility and accountability within the team, the support of peers and senior staff and be guided by the policies and procedures within the trust. 

4.    Assist with booking patients into designated clinics/venues and rearranging appointments. This involves allocation of appropriate clinics to individual members of the Specialist team, allocation of venues and rooms and ensuring that no clinics/rooms are double or over booked.

5.    Have a good level of interpersonal skills with the ability to communicate effectively and appropriately (verbally and written) with patients, carers, the public, health care professionals, senior medical consultants, and senior managers. 

        6. Able to communicate and exchange sensitive information with diplomacy and discretion and have the ability to show tact or empathy when dealing with patients, relatives and carer’s when required.

7.    Have a good understanding of medical terminology when receiving and forwarding on messages or referrals to team members, ensuring that messages are accurate and legible and passed on in a timely manner.

8.    Be responsible for the distribution of internal and external mail to the relevant destinations, redirecting mail whenever necessary and ensuring that internal post is ready for collection at appropriate times throughout each day. 

9.    Able to provide administrative support for meetings to include citywide meetings as and when required.  This includes assisting with preparing and distributing agendas, and preparing minutes, preparation of papers and co-ordinating follow up of actions.  

10. Be responsible and accountable for all aspects of own work by regularly participating in a six-monthly review and a yearly PDR / appraisal to identify further improvements and developments and share evidence of life-long learning.

11. Able to act in a professional manner exercising discretion and maintaining confidentiality, with the ability to promote Specialist Services and the organisation at all times.

12. Able to be a resource of information to all staff within the team, offering full support and guidance with any issues e.g., IT, Community Patient Administration System data base and any administration skills. Is aware of own level of responsibility and accountability within the team and is able to take guidance and support from the trusts policies and procedures and human resource department.

13. Able to identify, document and report any risks or incidences within the team using the appropriate trust policies and processes and will report all immediate risks or incidences to Senior Administrator, Service Clinical Operational Manager.

14. Is aware of and prepared for any exposure to hazards within the work environment and will take all the necessary precautions as guided by the trusts policies and procedures. 

15. Able to support the trusts mission statement, core values and business plan to facilitate the management and excellence in all aspects of its establishment. Able to suggest and identify any areas for future service development within the service and able to work alongside all team members to implement the areas for improvement.

16. Able to assist the team with all aspects of inputting data and information onto the Community Patient Administration System data base system and any other systems required, maintaining accuracy and efficiency at all times and adhering to the trusts policy and procedure for guidance

17. Able to assist with collating information relating to the delivery of national performance targets that may be required. 

18. Able to assist with collecting data and information for the Specialist service that is required for audit purposes, clinical governance, and quality assurance. Able to ensure that departmental activity statistics are collected within the agreed time scales and that reports are produced, and information can be disseminated as necessary by senior staff.

19. Order stock and non–stock items if required ensuring the appropriate budget code is used. Check delivery of orders and any shortages, incorrect damaged goods are brought to the attention of the Senior Administrator and procurement. Obtain authorisation for the payment of invoices when goods have been delivered if required.

20. Monitor stock control of stationery, ensuring optimum levels are maintained for normal use, without over or under provisions and relevant stock for the team.

21. Report to line manager/s when persistent quality issues occur and document accordingly using guidance from the trust policies and procedures.  

22. Able to answer non-clinical queries from patients, health professionals and external agencies relating to services provided by the Specialist team and signpost on any queries that require information.

23.  Have an understanding and working knowledge of both local and national voluntary organisations to ‘signpost’ patients, relatives and carers to other services.