Band 3 Secretary

Job Title : Band 3 Secretary

Location : Newtownards

Duration : 3 - 6 months

Rate : £11.11p/h

Hours : 37.5hpw

**KEY DUTIES / RESPONSIBILITIES**

2. Make appointments using Partial Booking process and booking appointments on PARIS. Printing and Posting Appointment Letter when date confirmed with patient. Pulling charts for clinics and clinic prep.

3. Organisation of Interpreting and Translation Services as required.

4. Maintaining Filing System (both manual and computerised).

5.Answering the telephone and taking action as required.

6. Covering Switchboard / Reception, when required. Meeting and Greeting patients / visitors.

7. Liaise with Consultants, GPs, Patients, Carers and other professionals e.g Estates, Maintenance.

8. Deal with queries and enquiries from Practitioners / patients / relatives / voluntary organisations.

9. Distributing/handling incoming and outgoing correspondence, as appropriate.

10. Entering referrals onto PARIS. Maintaining Databases and Spreadsheets.

11. Making up charts for new referrals - ensuring correct details are entered on front of chart - Health and Care Number, Patient details, Address etc.

12. Inputting and extracting data from Community Information Systems e.g. PAS, Soscare, PARIS.

13. Accessing information for team from NIECR (e.g. blood results) and eCRIS (xray reports).

14. Preparation of clinical Notes for release to PSNI, Courts, Compensation Agency etc and liaison with Litigation Office / Medico-Legal Office regarding same. Preparation of clinical Notes for release to Information Governance Office for Subject Access Requests.

15. Monitoring and validating waiting lists.

16. Maintaining office diary e.g. room booking.

17. Arrange and attend meetings, taking minutes. Preparation of Agenda, minutes and papers for Meetings.

18. Assist in the Collation of Statistics, ad hoc requests, and producing tables and presentation of information as required.

19. Running reports from PARIS and ensuring the validation of patient data.

20. Petty cash duties.

21. Processing forms for Courses / Conferences.

22. Maintain and order stationery supplies as required.

23. Maintaining supply of forms, documents e.g. Mental Health Order forms (if required).

24. Raising awareness of admin protocols for new professional staff.

25. Participate in reporting faults re: building and equipment, when required.

26. Liaise with Open University re students/placements etc prepare rota and send to relevant wards/departments.

27. The postholder may be required to rotate jobs within their location at this band.

28. The postholder may be required to provide Admin support for evening clinics.

29. Undertake any other ad hoc administrative and clerical duties, as may be required by the line manager from time to time.

Essential Criteria:

- 4 GCSEs at Grades A-C including English Language or equivalent / higher qualification **AND **1 years’ experience in an clerical / admin role.

**OR**
- 2 years’ experience in a clerical / admin role.
- Experience in the use Microsoft office product or equivalent e.g. Word, Excel, Outlook.

Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC) and abide by the REC Code of Professional Practice. Platinum Recruitment NI Ltd adheres to all current employment legislation.

**Salary**: £11.11 per hour

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (required)

**Experience**:

- Administrative: 2 years (preferred)
- Microsoft Office: 1 year (required)
- Audio typing: 1 year (required)
- Secretarial: 1 year (required)

Work Location: In person