Service Coordination and Administration
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Operate and manage referral, appointment, and discharge systems using electronic scheduling and tracking tools to ensure compliance with processing standards and commissioned targets.
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Maintain and monitor electronic calendars to optimise workflow and service efficiency.
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Manage incoming and outgoing communications via telephone, email, and social media platforms, ensuring appropriate prioritisation and timely responses.
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Operate an efficient telephone messaging system, exercising sound judgement when handling sensitive or urgent information.
Front-Line Support and Communication
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Serve as the primary contact for service users, carers, healthcare professionals, and third-party organisations.
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Demonstrate professionalism, tact, diplomacy, and confidentiality in all interactions.
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Ensure that service user feedback is gathered, reviewed, and used to inform continuous service improvement initiatives.
Meeting and Project Support
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Provide full administrative support for multi-disciplinary, safeguarding, and other service-related meetings.
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Arrange venues, prepare agendas, attend meetings, and produce accurate and comprehensive minutes.
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Track and follow up on actions arising from meetings to ensure completion.
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Support project leads with administrative and coordination tasks across service delivery workstreams to help achieve commissioned targets.
Data Management and Reporting
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Accurately input and maintain data on SystmOne Electronic Patient Record system, ensuring high standards of data quality and compliance.
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Conduct regular quality control audits to maintain the accuracy, integrity, and timeliness of both paper and electronic records.
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Collate and submit monthly reports to NDTMS and complete statistical returns and other required reports with a high level of accuracy.
Documentation and Correspondence
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Draft non-clinical letters and type clinical and administrative documents in agreed formats within specified timescales.
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Ensure all documentation is professionally presented, accurate, and handled in accordance with confidentiality policies.
Leadership and Supervision
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Train, coordinate, and supervise junior administrative staff.
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Provide guidance, monitor performance, and act as a role model in maintaining professional standards and integrity.
