Administrative and Clerical Officer
2 weeks ago
progressing and prioritising time dependent activities, supervising ongoing monitoring activities, data quality/data management activities, scheduled (routine) weekly/monthly activities, other specific activities as required.
To be responsible for the day-to-day supervision and training of staff within a section of the department.To respond to incoming calls and deal with enquiries in accordance with local procedures. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician.
To handle complaints (if first point of contact) in line with local policies and procedures and to escalate appropriately if they cannot be resolved at first point of contact.
To open, sort and scan/ distribute post and any relevant correspondence for SPA and SCS.
To process new referrals and information, recording appropriate data onto RiO and using RiO to its full functionality for the servicesTo book appointments, clinics, meetings, and rooms as required for SCS.
To follow up DNAs, outstanding review appointments and unanswered 14 day letters To input/update information on electronic record systems (principally RiO), ensuring quality of data and completeness.
To access approved third party systems on behalf of SCS to check or extract data requested by staff (e.g. eSP, Frameworki (RBG Care and Health Services database) and WInpath for test results).To co-ordinate the maintenance log of specialist clinical/therapy equipment, ensuring items that are issued and returned are logged and requesting maintenance and testing of the equipment as required as appropriate to the location.
To maintain the portable IT asset register for SCS (according to location and service teams utilising this support by SPA team) including laptops, IPads, memory sticks, remote call centre phones and VPNS recording serial numbers, asset ids, date of issue and person issued to (ensuring all assets are signed for by recipients and records kept for audit and recovery).
To collate agenda items, take minutes at team meetings, type minutes and distribute information to team members as requested. To participate in the organisation and coordination of study days or training.To gather data as requested, for example, activity data and statistics, providing punctual and accurate information following departmental and local trust guidelines as required on a weekly, monthly and quarterly basis.
To establish and maintain effective working relationships with clients, carers, the general public and all other staff working internally and externally to the Trust.
To take account and act according to individual patient circumstance, giving due regard to cultural differences and diversity of clients, carers and service users.
To liaise with parents, schools, G.P.s and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals, arranging clinic appointments.
To ensure consistent and robust reporting of patient related information on RiO as requested and according to local policies.To provide input of service development ideas to the administrative team and develop current administrative procedures facilitating ongoing and efficient processes within the department as required.
To process discharged files ensuring accurate inputting of information to the required electronic record systems to facilitate efficient retrieval of files following Trust policy.
To demonstrate flexibility and negotiation skills with team members and parents in terms of appointment availability; implement solutions and strategies to participate in a team environment, seeking advice and support where necessary.
To work as part of a team and to undertake other office duties in the absence of other members of the SPA administrative team.
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