Detailed job description and main responsibilities

Main Duties: To undertake under supervision and with training the following aspects:

General secretarial duties to support the department (listed are some examples but not extensive)

Assisting as administration support for the department

Stock management, reporting and ordering stock across the county for all clinical sites

Dealing with patient enquires, by both face to face and telephone

Managing referrals, appointment booking, waiting lists and discharging patients

Patient Information system management

Communication and Relationship skills:

To have excellent customer service both written and verbal in person, by telephone and email using tact, discretion and sensitivity

Will receive and communicate technical and non-technical information with a range of personnel in the Trust, these will include Managers, clinical staff, estates staff, departmental staff, contractors, patients and members of the public

Keep accurate and complete records consistent with legislation, policies and procedures

To ensure confidentiality of information at all times

Knowledge, Training and Experience:

To undertake and complete required elements of the apprenticeship Standard in the allocated time frame which includes:-

• Functional skills (if required)
• End Point Assessment
• Standard assessment criteria

To attend college/study sessions as required

To develop skills, knowledge and experience in all aspects NHS administration through on-the-job training, attending training/study session and completion of apprenticeship framework

To utilise knowledge and skills gained at college/training into practice within the workplace

Undertake Statutory and Mandatory training as required

Analytical and Judgemental Skills:

To use own judgement and problem solve as appropriate under supervisor guidance

Be able to demonstrate an energetic, dynamic and positive approach to challenging situations.

Planning and Organisational Skills:

Work within the limits of own competence and responsibility and refer issues beyond these limits to supervisor or appropriate person

Uses and maintains resources efficiently and effectively

Manage own time and organise own work to meet deadlines

Manage own times to ensure college work completed within specified time frame

To be flexible and supportive member of the team

Physical Skills:

Requires hand to eye co-ordination and manipulation skills

Ability to input data into electronic or paper-based systems

Basic keyboard skills

Patient/Client Care:

Contact with patients either face to face or by telephone during visits to the ward and departments

Responsible for Policy and Service Development Implementation

To adhere to Trusts policies, procedures and guidelines

To comply with departmental policies

To report any area of concern to supervisor or department line manager

To know and understand all duties

Responsibilities for Financial and Physical Resources:

To be responsible for the safe use of all equipment and resources

Responsibilities for Information Resources:

To use paper and computerised system to process and update information in relation to work activities

Freedom to Act:

Although the post holder will need to demonstrate use of initiative, work will be supervised and managed in accordance with Trusts policies, procedures and apprenticeship framework

Physical Effort:

To comply with Trusts Manual Handling policy

There is an ongoing requirement for light physical effort with an occasional requirement for medium physical effort in short bursts. E.g. Dealing with delivery boxes, packing and unpacking of physiotherapy consumables for deliveries to clinics and manufacturers

Mental Effort:

Prolonged concentration is required when inputting data on NHS systems

Emotional Effort:

Incidental exposure to distressing situations whilst working on ward areas or other related departments

Working Conditions:

Normal duties can include working across sites

Professional:

Demonstrate key attitude and behaviour to reflect the Trusts core values, vision and culture

Participate in annual appraisals

Behave in a professional manner at all times

Health and Safety:

To be responsible for working in such a way as to ensure the Health and Safety of yourself, other staff, patients and members of the public

Maintain a safe and tidy working environment

To report any health and safety concerns to supervisor or departmental manager

To use resources as effectively as possible, including equipment

To comply with Trust Fire Regulations

To adhere to Trusts Dress Code/uniform policy

The above duties and responsibilities are intended to represent current priorities and are not meant to be a conclusive list as the role will inevitably vary and develop over time. The post holder may from time to time be asked to undertake other reasonable duties. Any change will be made in discussion with the post holder in the light of service needs.