Administration Support

To provide comprehensive and confidential administrative and clerical activities to meet the needs of the service in accordance with Departmental, Trust and National standards, policies and procedures. To effectively communicate related information and advice to enable the multi disciplinary team to achieve operational excellence.

Key Result Areas and Performance

1. Act as the first point of contact for dealing with routine enquiries and take action as necessary liaising with others as appropriate.
2. Book / change outpatient appointments as required.
3. Ensure daily cash up is completed in line with the department KPI’s.
4. Communicate with staff, patients and/or external organisations using appropriate methods.
5. Maintain both manual and electronic filing systems and databases, as required by the department and Trust policies, ensuring all documents are accurately and appropriately archived.
6. Maintain an efficient and comprehensive administrative service, including photocopying, typing letters, providing support to the departments and other team members as requested.
7. Utilise relevant Trust IT systems, as determined by the role, ensuring all relevant patient data is collected and input accurately in line with Trust guidelines. These systems may include iPM, CRRS, and other databases.
8. Collate, input and monitor department documentation and information to assist with the production of monthly reports for the department.
9. Responsible for the dissemination of all relevant information to departments, external and internal users (e.g., dissemination of minutes, memos).
10. Assist with training new team members in Trust operational systems and department procedures.
11. Responsible for ordering stationery and other equipment whilst monitoring and maintaining stock levels.
12. Responsible for the receipt and distribution of incoming/outgoing post and action accordingly.
13. Prioritise daily tasks to achieve timescales set.
14. Act as first point of contact for complaints within the department, dealing with them accordingly and in line with Trust policy and departmental standards.
15. Provide appropriate cover in the absence of other members of the team.
16. Continually contribute to patient and business improvement Agendas. Share ideas for potential service improvement.

For further details please see the attached job description.