Swydd-ddisgrifiad a phrif gyfrifoldebau manwl

Job Description

The post holder will manage all incoming communications including telephone, letter and/or any other forms of communication. The post holder will use information systems to establish the urgent status of potential new referrals. The post holder will manage day to day enquiries and requests for information. The post holder will work to agreed pathways and protocols to support the clinical advisors and Management team within the Department.

They will contribute to the provision of a comprehensive, efficient and effective administrative service for the team.

They will support the staff with day-to-day administration tasks, including appointment letters, managing appointment diaries, sending out group resources, and on-going database management, using the Trust's systems.

This is a busy and varied role responsible for all aspects of administration, including psychological service admin support and will involve service user contact, such as explaining the process of group and individual appointments to service users.  Therefore, good interpersonal skills are essential to this post.

The post holder will also be required to work independently and applying a high degree of confidentiality to all their work, as well as using their own initiative whilst being part of a larger admin team and provide support to the wider MDT on an ad-hoc basis. This will include generic administrative tasks, covering other admin roles, including reception, during periods of sickness, annual leave or increased workload.

The post holder will undertake non-routine duties without direct supervision, working within broad procedural guidelines.

Duties and Responsibilities

·         To coordinate any action plans as set from the team.

·         To update and maintain trackers for managers.

·         To be involved in process of confirmation of service user bookings and complete all postal tasks where necessary.

·         File and store forms and paperwork in relevant files on the shared drive

·         Provide cover for reception areas during sickness and leave.

·         To support the managers and teams with the induction of new staff, updating records through online systems and completing relevant online forms.

·         To maintain and be responsible for maintaining and reporting faults

·         To order nonstock requisitions and regular monitor stationary levels and order as appropriate.

·         Scheduling meetings; diary management & room bookings- attend relevant meetings and minute take, where appropriate.

·         When required, to be the first point of contact for the service user or carer / relative, establishing the nature of the communication.

·         When required, answer all incoming telephone calls and direct them to appropriate clinician/practitioner across the organisation.

·         To establish priorities, work independently, and proceed with objectives with minimal supervision.

·         Liaise with and speak to professionals both internal and external.

·         To support the clinical team in the clinical management of individual service users as required

• To use knowledge and experience to meet the needs of the team by completing non routine tasks daily.
• To demonstrate excellent IT skills, a good working knowledge of Microsoft Office applications and accurate typing is essential
• Booking, amending and cancelling assessment appointments and group bookings using staff calendars and the electronic patient records.
• Producing opt in, appointment and discharge letters.
• Management of online and paper psychological services diaries.
• Send appointment reminders to service users via text message.
• Management of group waiting list spreadsheet.
• Booking rooms for extra assessments and groups as required.
• Booking, amending, cancelling and outcoming appointments, as well as recording relevant information i.e. reason for appointment cancellation in PARIS,
• Discharging services users in PARIS
• Producing reports using SPIKE/ Excel when needed.
• Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team.
• To be highly skilled and experienced in the full range of administrative work practices, software programmes, and specialised functional terms.
• To use proficient skills to access, search and retrieve data relevant to team using PARIS
• To update skills as necessary and attend mandatory training.