Detailed job description and main responsibilities

• Provide general administrative services as required by Maternity Diabetes and Midwife Sonography Teams
• Complete referrals onto Camis
• Book appointments on Camis and inform patients by telephone and letter.
• Supporting and co ordinating administration in diabetes antenatal clinic
• Deal with telephone or face-to-face enquiries within agreed limits and take appropriate actions.
• Update relevant databases and input data for monthly reporting.
• Typing of meeting agendas and minutes
• Act independently, within agreed authority, ensuring that daily tasks and ongoing workloads are completed within agreed time frames.
• Maintain diary appointments for meetings associated with Maternity diabetes and midwifery sonography Teams.
• Establish effective relationships with the Maternity and General Diabetes Teams
• Use initiative and manage own workload independently, referring to diabetes or sonography midwives as required.
• Work with other members of the Maternity Diabetes and Midwifery sonography team on specific appropriate tasks.
• Process outpatient referral to the Directorate within 24 hours of receipt of the referral, accurately recording details as required on Trust computerised systems.
• Ensure all information entered on CAMIS is accurate and up to date confirming patient details at every point of contact.
• Use the National tracing Service to check/find NHS numbers and check other patient information in order to ensure accurate data collection.
• Ensure accurate and up to date outpatient waiting list management and adherence to agreed national waiting time targets
• Coordinate referrals to relevant clinician for grading.
• Arrange appointments for investigations and/or make appointments for additional patient tests as required by the clinician and where appropriate.
• Receive and deal with phone calls from patients, relatives and carers concerning making, amending or cancelling appointments.
• All appointments to be confirmed by a letter to patient/parent or guardian with regards to children
• Liaise with specialist midwives or relevant clinicians regarding clinic availability
• Assist the effective management of the patient pathway ensuring that all necessary appointments, including the booking of outpatient clinics and waiting lists, are arranged on time and that patients receive timely treatment in accordance with national standards.
• Receive and prepare relevant correspondence and material as required for clinical teams
• Ensure that all correspondence and documentation is filed promptly and cross referenced
• Update relevant databases and input data for monthly reporting.
• Ensure patient notes are correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed in medical records case notes following laid down guidelines
• Assist with the coordination of clinics to ensure effective time management and utilisation
• Ensure that telephone enquiries, personal contact or correspondence is dealt with within agreed time limits and appropriate action is taken.
• Work with medical, nursing, directorate, secretarial and clerical staff to promote the efficiency of patient care
• Contribute to feedback in the management of waiting lists, compilation of data and other management information as requested.
• Ensure Trust and departmental policies are adhered to and contribute to changes and/or reviews of policies and procedures.
• Provide general admin services including photocopying, filing, updating agendas/ minutes and diary management.
• Ensure that relevant health records are available to medical staff when required and anticipate demand wherever possible
• Liaise with other hospital departments, GPs and other health care agencies when required
• The post holder will be expected to use computer systems where appropriate, including email system, the internet and intranet and other office systems in accordance with Trust policies
• Provide cross cover within team during absence.