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Job description

JOB SUMMARY

To provide efficient secretarial and administrative support to clinical and non-clinical teams across all services in the building, adhering to procedures and processes within service timescales, whilst operating within a busy and demanding environment

The post holder will

• Work effectively as a team member
• Provide an administrative service across all services in the building including: word-processing, drafting and producing for example meeting notes, reports, letters and business documents from either audio or copy sources
• Undertake general office duties as required including filing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail
• Operate and maintain a robust, accurate and secure filing system that is easily accessible by all staff
• Maintain spread sheets and databases including the production of regular information reports
• Be responsible for organising and servicing meetings / events as required, including room bookings, taking accurate notes, transcription and circulation as appropriate
• Procurement - order stationery, clinical supplies and equipment stock
• Use own initiative to meet tight deadlines
• Provide flexible administrative and clerical cover as required. This might occasionally involve working at another base in the local area during cross cover arrangements.

Communication

• Communicate effectively using good written, verbal, email and telephone skills
• Liaise closely with staff, service users and stakeholders maintaining a pleasant, professional and helpful manner
• Be a point of contact by receiving telephone enquiries, taking accurate messages dealing with calls and enquiries in line with Practice policies and procedures and redirecting calls where appropriate
• Exercise confidentiality, empathy, discretion and diplomacy skills when communicating by telephone or face to face, including dealing with difficult situations (eg. aggressive or demanding behaviour)
• Prepare letters, reports and other documentation of a sensitive and confidential nature within guidelines
• Basic, sensitive and complex information may be communicated
• Attend admin team / departmental meetings on a regular basis and contribute to building effective teamwork in exchanging views and ideas and communicating effectively.

Analytical and Judgemental Skills / Freedom to Act

• Ability to decide on own action within the team whilst receiving support
• Judgements involving facts or situations, some requiring analysis
• Work is managed rather than supervised. To work with the minimum of supervision on a daily basis
• Problem solving within own given areas of responsibility
• Be aware of and deal with issues as they arise and highlight any concerns to the Line Manager
• Ability to recognise situations that should be referred onto the Line Manager and take prompt and appropriate action
• Ensure accurate data is provided for statistical and planning purposes as requested
• Identify and promote best practice and innovation to improve efficiency and productivity

Planning and Organisational Skills

• Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales
• Undertake work that has been prioritised by the Line Manager
• Plan and organise straightforward tasks
• Arrange meetings on a regular basis

Physical Skills

• Use of computer and telephone will largely be continuous
• Advanced key board skills are required
• Use of Practice IT systems (eg. data inputting)
• Be familiar and competent with a variety of paper and electronic filing systems
• Manual handling of files, stationery and supplies

Responsibility for Patients / Clients

• Contact with patients on the telephone in a sensitive and confidential manner
• The post holder may have incidental face to face patient contact as part of their daily duties
• Paperwork to be filed chronologically in patients records
• Book interpreters and transport as required for patient appointments. To record issues and liaise with interpreter and transport services to resolve issues
• Provide patients with support, non-clinical advice and information on a range of issues including complex appointment queries
• Act as Fire Warden and First Aider

Policy and Service Responsibilities

• Work collaboratively as part of an integrated team
• Work within and keep up to date with Practice legislation, guidelines, policies, procedures, protocols and code of conduct relating to own role
• Follow secretarial procedures
• May be required to comment / implement policies and propose changes to practices and procedures for own area
• Maintain all records in accordance with Practice policy
• Receive and open incoming post and take action as required
• Book, verify and authorise flexible / agency staff as requested and monitor this to ensure that the required staffing allocation is covered
• Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services

Responsibility for Financial and Physical Resources

• Have a personal duty of care for all equipment and resources used
• Be responsible for stock control and ordering of stationery / clinical supplies
• Be responsible for petty cash and cash handling

Responsibility for Staff

• Participate in the induction and training of all new members of staff.
• Demonstrate own activities to new / less experienced staff
• Assist in producing admin staff rotas

Responsibility for Information

• Be responsible for data security within working environment protecting staff and patient confidentiality in line with Practice policy and procedures
• Accurately input confidential data using a variety of IT systems in a timely way. Strictly adhere to Caldicott and the Data Protection Act
• Prepare and scan information onto the IT systems
• Identify all outstanding data items in order to update patient / staff records as soon as possible
• Ensure all information held is kept up to date
• Be responsible for the quality of information
• Photocopy and distribute documents as required
• Shred and destroy confidential documentation in line with Practice policy
• Take and transcribe notes of meetings in a timely manner
• Gather information / produce routine reports in response to queries
• Input staff information into the Staff Record adhering to confidentiality and only accessing the information required to fulfil the role / task
• Be responsible for all aspects (as identified) in relation to care records preparation, such as verifying patient demographics details and making up patient and clinic files as required
• Occasionally, provide signposting and partner agency information to service users
• Be responsible for the lifecycle management of records in paper and electronic form
• Create electronic and paper care records for new patients to the standard Practice design.
• Maintain a confidential and efficient filing and maintenance system ensuring paper and electronic care records are up to date and available for staff as required. Including filing information into patient care records
• Request and ensure the return of patients’ care records to the library / storage area, tracking the movement of records as appropriate
• Use appropriate “missing records” systems when unable to locate care records.
• Participate in the on-going archive process for paper care records
• Process the responses to requests for information/care records as appropriate and ensure that National guidelines and deadlines are adhered to.

Research and Development

• Undertake surveys or audits (eg. reception volume / traffic) as necessary. Ensure other admin staff undertake this as required
• Complete staff surveys

Working Conditions

• Required to use a computer continuously throughout the day.
• Most tasks keyboard based
• Potential exposure to verbal aggression via telephone calls and face-to-face contact

OTHER DUTIES

• The post holder will be required to use a computer, either a stand alone or as part of a networked system, and will be responsible for the quality of information. The amount of time spent on this type of work will depend on the job.
• The Practice embraces the principles of Improving Working Lives and all staff will be required to adhere to the standards laid down in this initiative.
• The post holder will be required to take part in an annual performance appraisal, where this job description will be reviewed, and objectives set.
• The Practice has a No Smoking Policy that prohibits any smoking whilst at work.
• To follow and adhere to the Practices Health and Safety Policies and instructions and be responsible for your own and others health and safety in the work place.
• The post holder is expected to contribute to the creation of a working environment where everyone feels respected, valued and treated with dignity.

This job description is not exhaustive and may be amended in consultation with the post holder. It should be reviewed whenever major changes have been agreed to the post and should be reviewed as part of the annual appraisal process to ensure it remains an accurate reflection of the duties and responsibilities undertaken by the post holder.

Safeguarding Children and Adults

All staff has a responsibility to ensure the safeguarding of children, young people and vulnerable adults. This includes attending statutory and mandatory training, adhering to local Safeguarding Children and Adults boards’ policies and procedures and inter-agency guidance as identified in the Trust’s Safeguarding policies and procedures.

Confidentiality

Personal information and many of the duties of this post are of a confidential nature and disciplinary action will be taken if confidential information is divulged to inappropriate persons.

Data Protection Act

All staff are reminded of their duties and responsibilities as employees under the Data Protection Act 1998 and in particular to ensure that Personal Data is not negligently or unlawfully handled or disclosed to unauthorised persons.

Job Types: Part-time, Permanent
Part-time hours: 16 per week

Salary: From £10.42 per hour

Benefits:

• On-site parking

Schedule:

• 8 hour shift

Work Location: In person

Application deadline: 04/07/2023