Staff:
• Provide advice and support for staff on a daily basis.
• Manage the team’s workload to ensure the smooth and effective running of the department.
• Oversee work schedules and rotas to ensure appropriate cover is provided.
• Oversee staff workloads to ensure a fair and even distribution of duties.
• Ensure all staff have a current PDR, objectives and a personal development plan.
• Ensure all staff are up to date with mandatory training to include: H&S, Fire, Safeguarding
and E-Learning Competencies.
• Monitor sickness absence, complete return to work and informal sickness meetings and
make referrals to Occupational Health as required in line with Trust policies.
• Manage requests for special leave to include: Carers, Bereavement and Other.
• Manage requests for annual leave ensuring the needs of the service are maintained

• Monitor completion of staff annual leave & sickness records.
• Complete departmental Staff Variation List (SVL) and return to the Payroll Department.
Manage the Recruitment & Selection process of new staff, including recruitment of
agency/bank staff ensuring Trust policies and procedures are adhered to.
• Take responsibility for induction and training of new starters to include IT network access,
smart cards, access swipe cards, car parking, PAS training and mandatory training etc.
• Authorise time sheets for agency/bank staff as required.
• Authorise and monitor overtime, additional hours and lieu time as required in agreement
with the Divisional Operational Manager.
• Consider any requests for flexible working in agreement with the Divisional Operational
Manager.
• As directed by the Divisional Team, manage the implementation of change which may affect
working practices and help staff to adjust to such changes.
• Manage initial performance, capability and disciplinary issues relating to staff, escalating to
the Operational Services Manager as required.
• Organise monthly team meetings and develop good communication within the teams and
between the teams. Feedback to the Trust monthly Team Brief meetings.
• Promote the values outlined in the Walton Way.
• Ensure good communication is maintained locally, across the Trust and its Satellites, to
promote teamwork with other staff whom they contact during their daily duties.
• Be able to communicate complex information to a variety of people including, clinicians,
management teams, patients and members of the public.

Performance & KPI’s
• Manage the digital dictation system to ensure all typing is completed and filed in an accurate
and timely manner in line with trust turnaround times.
• Ensure all pending investigations and investigation results are managed in line with Trust
policies and procedures.
• Ensure all appointments are booked in line with the requirements outlined in the Patient
Access Policy.
• Monitor the RTT PTL and Waiting List reports and ensure all staff are managing these
appropriately.
• Monitor the suspended outpatient lists and ensure all staff are managing these
appropriately.
• Monitor the unfinished appointments and unfinished cancelled outpatient lists and ensure
completion in line with cut off dates.
• Identify any issues, i.e. where a shortage of capacity could lead to potential breaches and
flag to the Divisional Operational Manager and Divisional Management teams.
• Ensure provision of adequate and appropriate secretariat support to clinicians as required.
Other Duties
• Ensure divisional processes relating to clinicians annual leave are followed and necessary
actions to cancel and re-schedule appointments are carried out.
• Ensure patients and colleagues receive a polite and courteous service and investigate face
to face and telephone complaints regarding the service.
• In the event that a patient attends without an appointment due to an error made by one of
the team, liaise with clinicians in the outpatient department/bed managers to resolve the
situation.
• Respond to requests for information/validation from the information and EPR departments.
• Propose changes to policies and procedures as required for inclusion in the Secretariat
Guidance & Procedure Manual.
• Manage the secretariat shared folder to ensure all documentation is relevant and up to date.
• Liaise with the IT Manager regarding any system developments as required.
• Ensure maintenance of filing systems in line with the Records Management NHS Code of
Practice.
• Ensure completion of departmental assessments as required to include: Risk assessments,
Work station assessments, Environmental assessments, and Equality Impact assessments
etc.
• Report any maintenance issues to the Estates or IM&T help desk as appropriate.
• Attend Team Brief and Divisional Management meetings.
• Ensure adequate stocks of stationery are maintained for the department.
• Identify and manage departmental improvements in line with F2E both within the
department and throughout the Trust.
• Identify and carry out audits to test the effectiveness of departmental procedures.
• Work with the PAS & DQ team to ensure the best use of the PAS system within the
department.
• Complete Datix forms as required.
• Provide information to staff in other departments regarding the role of the Medical
Secretariat.
• Provide advice and guidance to clinicians on the Trust Digital Dictation system and escalate
any equipment failures and IT software issues to the relevant department.