Secretary
9 months ago
To ensure post addressed to the clinical team is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail. Act as a focal point for the clinical team. Provide a friendly and professional service; deal with enquiries from a multitude of sources following Trust policies and standard operating procedures.
utilising IT systems or ensuring forms are completed and sent to relevant departments in a timely manner, in line with service specific standard operating procedures. To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators To request, cancel and re-arrange appointments when necessary. Frequently receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants and external bodies, referring enquiries to the consultants / clinical team where necessary. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate.
This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints. Accurate recording of all paper/computerised patient records, updating and amending information timely and within standard operating procedures. Undertake routine or ad hoc data validation as directed.
Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases. Responsible for the receipt of referral letters with timely input onto the computerised IT Systems and ensuring that all patients demographic information is recorded accurately in order to arrange outpatient appointments for clinics in accordance with service specific requirements To be responsible for ensuring copies of correspondence are stored in the patients electronic records in accordance with standard operating procedures.
To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required.. To be responsible for the confidential management of patient records and ensure that all documentation is returned to the appropriate department timely within standard operating procedures. The post holder will give relevant assistance and training as and when required to support all colleagues.
To carry out general administration duties and provide clerical assistance, as required. To be responsible for and carry out administration duties for paediatric diabetes referrals generated by Acute care, Primary Care and GP services. To ensure post addressed to the team is promptly collected, sorted, recorded and actioned as appropriate. Please see attached word document for the full Job Description and Person Spec.
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