Detailed job description and main responsibilities

Principal Duties

• To be responsible for maintaining the confidentiality and security of client data in accordance with Trust policy
• To be able to use Rio and Swift, the Trusts and Surrey County Council Electronic health records systems, and accurately enter information. 
• To undertake secretarial duties including typing letters to GPs/other health care professionals to support the administration team.
• Greet clients and visitors to the CMHRS and alert team members of their arrival 
• Answer telephone enquiries/messages and transmit to team members according to priorities; maintaining a helpful and courteous manner at all times
• Answer and respond to any queries staff have on a day-to-day basis
• To provide reception support as and when required.
• To administer the travel claim system and ensure claims are valid 
• Ensure all staff enter their appointments for the day in the movement book, and check all team members use the in/out board.
• Send and receive faxes for the team, ensuring that urgent faxes to the team are dealt with appropriately
• Distribution and date-stamping of all incoming/outgoing post.
• Support team members in liaising with service users /relatives/carers/secretaries/GP’s and other relevant care agencies
• Maintain an effective filing system, including retrieval of files from archive storage
• Photocopying and maintaining stocks of relevant forms and leaflets for team use
• Coordinate and book rooms for meetings and clients’ appointments
• To liaise with estates dept regarding any repairs required within the base in order to maintain a safe working environment
• Share responsibility for securing the building at night – ensuring the area is secured
• Undertake typing of letters, memos & reports as required
• To implement Trust and team policies/procedures and propose changes to practices if necessary.

General 

•  All staff will have a sound awareness of Safeguarding issues and be clear about their respective roles and responsibilities to report, respond to and share information in relation to Safeguarding Adults, Safeguarding Children, Domestic Abuse and Public Protection.  
• All staff will have a knowledge of and adhere to the Data Protection Act and will not disclosure to any person or organisation, any confidential information that comes into their possession in the course of their employment.  
• To fully participate in the Trust’s performance review and personal development planning process on an annual basis.
• Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.
• To achieve and demonstrate agreed standards of personal and professional development within agreed timescale
• To contribute positively to the effectiveness and efficiency of the teams in which he/she works.
• To undertake any other duties at the request of the line manager which are commensurate with the role, including project work, internal job rotation and absence cover.
• To contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies.
• To contribute to the prevention and control of health care associated infection by adhering to Trust policies and guidelines