Administrative Assistant

Duties and Responsibilities Duties and Responsibilities associated with the Continence Service Clinical recording To organise, provide, and be responsible for administrative support to health professionals within the department. To oversee the administration of the clerical work of the department, e.g., the booking and sending of appointments, re-organising cancelled appointments, organising referral lists with knowledge of priority level as issued by the team lead. To ensure that referrals are screened, and priorities highlighted to team lead To provide support as the first point of contact and reception function for all enquiries regarding the service and deal with general enquiries from patients, carers, and other health professionals. Provide written and verbal information to patients regarding delivery dates of continence products and guidance on products to be received and process for acceptance and querying of deliveries.

To undertake office duties, including the processing of incoming referrals as per organisational policy, recording and processing these using the computer system. To assist in information collection for patients as requested by registered staff. To be the first point of contact, responding to service user queries, concerns, requests for updated prescriptions, information and to feedback information from clinicians as appropriate To operate computerised system as part of supporting patient management To type detailed patient reports, letters, safeguarding reports, memos, and minutes and to design and format tables, forms and certificates as requested. To ensure all correspondence for the service is typed, allocated to clinicians, or filed as required.

To be responsible for setting up all Clinics for service, the sending out of necessary appointments and the maintenance of a manual waiting and recall list To implement new systems in line with developments of the service and national initiatives. Record keeping To monitor waiting lists and reviews, managing as per departmental policy To compile patient treatment records in line with local policies and to discharge referrals on the computer system and manage the appropriate administration processes. To retrieve case notes, either written or computerised for clinics To scan records as required. To photocopy materials and correspondence as required.

To be independently responsible for record storing and archiving Appointment management To ensure appointments are offered efficiently and in conjunction with national and local targets, managing cancellations and non-attendance as per organisational policy To document direct and indirect contact with service users / parents in records To maintain staff diaries and arrange appointments and to deal with any correspondence relating to this and log all messages received. Stock management To keep records of stock ordered. To maintain an inventory of all office, reordering via team lead when required To administer stock of office supplies, ordering equipment and maintaining records of goods ordered and received, as required by the service To liaise with manufacturers/company representatives regarding any non delivered items following up queries by phone as required Data management To monitor and input data as required by team leader To collect and submit data for the trust within timescales To accurately record, maintain and amend patient information data observing strict confidentiality. Data to be collated from systems to aid professionals in the continuity of patient care Staff development To identify and support staff training and in conjunction with the team leader to undertake PDRs for Band 2 staff if appropriate Communication To work as a member of the team, communicating relevant information to appropriate team members.

To be able to communicate sensitively and effectively in a variety of ways with patients and carers to ensure the smooth delivery of service, being aware that many service users may have a disability. To communicate and liaise with internal WWL departments and external agencies, making phone calls as requested by staff to parents and other professionals To be Deputy Fire Marshall for the service To bring to the attention of the head of service any problems or defects associated with the effective running of the service Liaise with other departments and outside agencies to facilitate an effective and efficient home delivery service, e.g., other Trusts, General Practitioners, Care Homes, Care Agencies adapting deliveries to meet individual service users needs. To liaise with immediate team members, other departments, and outside agencies to provide an efficient and effective service. Responsibility for Human Resources To manage the office, including management responsibility for band 2 clerical officers if appropriate.

Responsibility for Health & Safety Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the