Swydd-ddisgrifiad a phrif gyfrifoldebau manwl

1. Be the main point of contact within the department for the Clinical Lead, Clinical Director and 
   Clinical Team.
   2. Provide a comprehensive clinical secretarial service to the Clinical Team to enable them to carry 
   out their duties in an effective and efficient manner and ensure efficiency in patient care.
   3. Ensure all correspondence for the Clinical Teams, including clinical letters, discharge summaries, 
   medico-legal reports and results, minutes of meetings etc. are typed and dispatched promptly. The 
   majority of the correspondence will be digital dictation.
   4. Provide the focal point of communication for all medical, professional and allied medical staff, 
   both within this Trust and with external organisations, and patients, using judgment to facilitate a 
   successful outcome of all enquiries.
   5. Work closely with the Line Manager and Clinical Teams to ensure efficiency and effectiveness of 
   service delivery.
   6. Deal with telephone and face to face enquiries from patients, relatives, carers and all staff groups 
   providing information, directing and prioritising queries as appropriate, to ensure efficiency and 
   effectiveness of service delivery.
   7. Deal with concerned patients/relatives/carers with tact, patience and discretion, especially when 
   conveying sensitive information.
   8. On receipt of test/investigation results, retrieve relevant patient notes and alert the Clinical Teams 
   of any urgent or abnormal test results ensuring that relevant action is taken.
   9. Oversee the patient pathway and ensuring that all necessary appointments, including outpatients, 
   clinics, waiting list etc. are arranged on time, ensure that theatres/clinics are utilised to capacity, 
   diagnostics and tests are processed as requested and that patients receive timely treatment thus 
   meeting the Trust and national standards.
   10. Demonstrate and maintain knowledge and understanding of the Trust Access Policy.
   11. Be responsible for and oversee the RTT for the department in accordance with Trust guidelines 
   and attend any necessary meetings.
   12. Use relevant Trust databases and patient administration systems and ensure that all data is 
   correct and up-to-date.
   13. Coordinate the Clinical Team rota and diaries to ensure effective time management, including 
   coordination of annual/study leave.
   14. Record and prepare draft minutes of meetings, specifying decisions made and follow up action 
   required for subsequent approval by the Clinical Team.
   15. Responsible for stationery stock control, including ordering to ensure adequate resources 
   available for team when required.
   16. Be an authorised signatory for procurement non-pay budget, providing a detailed monthly report 
   of expenditure to Line Manager.
   17. Plan and organise a range of meetings and events, including venue, attendees and travel 
   arrangements.
   18. Attend meetings, as required, to ensure effective communication with all service users.
   19. Provide day-to day management of administrative staff, including work allocation and 
   monitoring, appraisals, return to works, authorisation of annual leave and informal stages of 
   discipline, grievance and capability procedures. Any concerns and/or issues must be escalated 
   immediately to the Line Manager and meet monthly to review department.
   20. Provide cross-cover within administration team during absence and follow relevant 
   organisational policies such as notification of sickness absence.
   21. Analyse information and make judgements when deciding the most appropriate course of action 
   to take when contacted by service users, staff and healthcare professionals from other 
   organisations.
   22. Ensure confidentiality is maintained in all communications and that documents and other 
   sensitive information are secure at all times.
   23. Contribute to the development of the Directorate, maintain close cooperation and liaison with 
   team members and support the efficient functioning of the Trust as a whole, as required.
   24. Maximise the use of innovative IT systems
2. 25. To be proactive in proposing improvements to administrative processes or procedures within the 
   work area and implements changes, involving or advising other administrative or medical/clinical 
   staff as appropriat