Support Secretary and Administrator

To coordinate and provide administrative support to the professional staff within the Rheumatology and Ultrasound Department at Midlands Partnership Foundation Trust to include coordination of all ultrasound scan, guided injection clinics and blind injection clinics organised by the department.

The post holder will be required to demonstrate a significant level of initiative in organising his/her own workload and in taking decisions and action, some of which will be without the immediate advice of senior staff.

Successful applicants will be required to work across Haywood and Bradwell Hospitals

To coordinate and provide administrative support to the professional staff within the Rheumatology and Ultrasound Department at Midlands Partnership Foundation Trust to include coordination of all ultrasound scan, guided injection clinics and blind injection clinics organised by the department.

The post holder will be required to demonstrate a significant level of initiative in organising his/her own workload and in taking decisions and action, some of which will be without the immediate advice of senior staff.

Successful applicants will be required to work across Haywood and Bradwell Hospitals

Working for MPFT
MPFT provides physical and mental health care, learning disability, and adult social care services across Staffordshire, Stoke-on-Trent, Shropshire, and Telford & Wrekin. In addition, we provide services on a wider regional and national basis. We serve a population of 1.5 million and employ around 8,500 members of staff.

By joining MPFT you will become part of a diverse and inclusive team who are empowered and supported to deliver care in a way which is consistent with our values:

- putting people at the heart of what we do
- empowering people to improve care and wellbeing
- delivering better health, better care in partnership

We are embedding values based and inclusive recruitment practices to ensure that all applicants, from any backgrounds, from under-represented groups, such as black, Asian or other ethnic groups,
individuals with a disability, or LGBTQ+ individuals. All have an equal chance of success in achieving a role with us.

We will support your career development and progression. Membership of the excellent NHS pension scheme, generous maternity, paternity, adoption leave, pay and the option for flexible working. You will receive up to 27 days annual leave (increasing to 33 days) and the opportunity to
purchase additional annual leave.

We are also proud to have a choice of staff networks that help you meet like-minded people.
1. To coordinate and maintain the Ultrasound Clinical Team electronic diary, booking meetings and ensuring any leave is recorded appropriately.
2. To receive, prioritise and process all incoming mail ensuring that urgent matters receive immediate attention by the appropriate staff member.
3. Receive enquiries from patients, colleagues, clinical and managerial staff, resolving enquiries of a more complex nature and ensuring that messages received are communicated efficiently
4. To respond positively and promptly to all enquiries received from patients, clinical staff and other agencies. Ensure fast effective communication, exercising independent judgement and initiative based on acquired experience and knowledge when problems arise, taking the appropriate action to resolve the problems or referring to the appropriate person.
5. Prioritise and coordinate all ultrasound procedural referrals using departmental protocols to ensure that the patient is seen in an appropriate time frame to administer the waiting list, highlighting any potential breaches to the Consultant Sonographer/Musculoskeletal Ultrasound Clinical Team.
6. To be responsible for arranging and booking patients new and follow up appointments using Careflow, CRIS and Rheumatology Patient Portal. Appointments are also to be entered on to the Musculoskeletal Ultrasound Clinic electronic diary.
7. To provide reception cover as required in the absence of the Day Unit Receptionist.
8. To be responsible for ensuring that all caching up (admitting and discharging) of patient appointments/admissions are complete and accurate in line with the Patient Access Policy
9. To accurately create records as required and update patient related information onto Careflow, CRIS and Rheumatology Patient Portal systems.
10. Monitor empty appointment slots ensuring these are reused for patients on the waiting list. Ensure clinical capacity is fully utilised and that any under or over capacity is identified to the Ultrasound Clinical Team
11. To be responsible for the amendment and/or cancellation of specific clinics in the event of clinical staff absence, ensuring hospital policies are adhered to.
12. To be responsible for the establishment of new clinics, liaising with the appropriate clinical staff in order to manage appointment slots effectively.
13. Liaise with ward staff regarding the organisation of inpatient ultrasound proced