Detailed job description and main responsibilities

Clinical

·         To provide a first class service to Clinicians and Service users within the Therapies Care Group. 

·         To ensure that patient referrals are entered and Outpatients appointments are made in a timely manner within local and national targets, eg RTT, E Ref, slot issues etc, liaising with relevant clinical and managerial colleagues to address issues as appropriate.

·         To ensure all diagnostic referrals are completed in accordance with Trust policy and procedure.

·         To ensure all clinic outcome information is recorded on relevant information systems in a timely manner.

·         To ensure all referrals received are accompanied by all relevant information to support effective and efficient clinical triage.

·         To work collaboratively with other professionals and agencies to ensure patient needs are met in relation to service provision.

·         To ensure outpatient clinic templates are built, amended, published and used appropriately to support service provision as required.

General Administration

·         To provide general administration support to the Clinical Business Manager and Assistant Clinical Business Manager as required.

·         To co-ordinate activities including meetings and training programmes as required.

·         To assist the Clinical Business Manager and Assistant Clinical Business Manager when responding to complaints and incidents in accordance with Trust policies.

·         To act as first point of contact for Therapies staff in matters relating to Admin and Clerical and related matters.

·         To take / transcribe formal minutes or ensure provision to do so is arranged as required.

Training and Development

·         To maintain own training and development needs.

·         To ensure all team members have development reviews and that issues of poor competence are addressed.

·         To ensure all team members have identified development needs and a development plan.

·         To ensure all team members are suitably trained to use Trust systems to fulfil their duties.

·         To ensure own compliance and compliance of others with regard to mandatory training, maintaining records of training and development are undertaken.

·         To promote a culture of continuous learning and personal development for all staff.

Communication and Working Relationships

·         To liaise and build effective working relationships with the CBU Information Officer, CBU Workforce Admin Officer, CBU Clinical Leads and the Deputy Clinical Business Managers.

·         To liaise with external agencies and other departments as required, eg  Orthopaedics, Rheumatology, Patient Choice.

·         To communicate with staff at all levels within the CBU.

·         To ensure timely and appropriate communication with patients …

·         To establish effective communication with patients and carers/relatives, clinicians and staff in a variety of settings.

Managerial / Leadership

·         To manage the Admin and Clerical Team on a day to day basis, including first level grievances and discipline, appraisals and allocation of work.

·         To motivate the Admin and Clerical Team regarding personal development and the tasks at hand.

·         To co-ordinate annual leave, sickness cover and relevant staffing levels at all relevant Trust sites ensuring appropriate clerical cover.

·         To co-ordinate the booking of patient appointments in a timely manner.

·         To ensure patient referrals and waiting lists are validated.

·         To ensure clinic preparation is conducted in an organised and timely manner.

·         To support the development of a culture within the department that promotes equality and diversity.

·         To ensure staff are well informed when introducing change within the department.

·         To ensure all staff adhere to Trust policies.

·         To take a proactive approach to ensure that services are continually improving.

·         To assist in recruitment and retention of staff.

·         To assist the Assistant Clinical Business Manager to ensure that financial balance is maintained and there is efficient use of physical and financial resources.

·         To monitor and evaluate health, safety and security of self and others and implement best practice.

·         To act as delegated budget holder for office equipment and stationary for the CBU, ordering and controlling stock levels.

·         To act on concerns reported by team members or service users.

Clinical Governance

·         To ensure compliance with policies, procedures and clinical guidelines.

·         To propose changes to policies and changes to services and discuss proposals for implementation of change with the Assistant Clinical Business Manager.

·         To monitor achievement against performance indicators, be responsible for benchmarking and audit within the working environment.

·         To promote an environment and culture which improves health safety and security.

·         To ensure the confidentiality of all recorded information in accordance with relevant legislation and Trust policy.

Miscellaneous

·         To use Datix to report and manage incidents as required.

·         To provide administrative cover within the Therapies Care Group as required.

·         To check and process agency and supplies invoices as required.

·         To undertake and support project, survey and audit work as required for the service.

·         To lead on specific projects relating to the role, eg Admin and Clerical or Outpatient Clinic Management Procedure issues.

·         To work on any Trust site as directed by the CBM or ACBM.