unit secretary Chester, England
Job description
An exciting opportunity has arisen for an experienced administrator to join the well-established community Acquired Brain Injury covering Cheshire and Wirral.
We are seeking an enthusiastic, hardworking and motivated administrative assistant with excellent communication, organisational, and time management skills to become an integral part of our multi-disciplinary team. The Acquired Brain Injury Service team includes; Brain Injury Case Managers, specialist vocational Occupational Therapists, Consultant Neuropsychologists, Clinical Psychologists, Assistant Psychologists, Administration Support and Volunteers.
In this role you will use your expertise to provide comprehensive administrative support for the Acquired Brain Injury Service.
To provide comprehensive administrative support to the clinical staff and managers.
To be a key link in the organisation of the team, with responsibility for supporting to organise meetings, and take and transcribe relevant minutes when required.
To support with receiving, inputting and maintaining information on relevant databases and software applications.
To arrange new and follow up outpatient appointments if required, and also make, receive and respond to enquiries on behalf of the clinical team. This will involve direct communication with both our patients and/or external services.
CWP provides health and care services for local people, including mental health, learning disability, community physical health and all-age disability care – including the provision of three GP surgeries.
Our aim is to help people to be the best they can be, adopting a compassionate, person-centred approach to everything we do. We were recently rated as Outstanding for Caring by the Care Quality Commission with a Good rating overall.
We offer a variety of roles at all levels, so whether you are just starting out in your career or looking to use your skills and experience in a new role, CWP is the right employer for you.
CWP are committed to making our recruitment practices as inclusive as possible for everyone. We are committed to promoting equality and diversity and developing a culture that values differences.
CWP is proud to be an accredited Veteran Aware organisation helping to provide and share best practice in NHS care for our armed forces community. As a veteran aware organisation, CWP is committed to delivering on the principles of the Armed Force Covenant and has a ‘Bronze’ award with the MOD Defence Employer Recognition Scheme (DERS).
The trust offers a Guaranteed Interview Scheme to any armed forces community applicants who meet the essential criteria for the post and encourages applications from armed forces reservists or cadet force adult volunteers.
We welcome applications from people who have direct experience of accessing our services.
1. Provide secretarial and administrative support to medical staff and multi-disciplinary teams using various software applications.
2. To be responsible for the organising and preparation of meetings, taking, transcribing and distribution of minutes as and when required.
3. To be responsible for inputting, maintaining and retrieval of information from relevant databases and to assist in the preparation of statistical, audit information and assist in time limited projects as requested.
4. To organise and prioritise own workload on a daily basis to ensure that time deadlines are met and that urgent work is accommodated.
5. Arranging new and follow up outpatient appointments and Care Programme Approach reviews if required.
6. To be responsible for the provision of clinical activity information as and when required adhering to timescales.
7. To manage and maintain the diaries for the medical staff and other members of clinical team where required.
8. To maintain strict confidentiality in all aspects of the work, complying with policies and procedures on the safeguarding of personally identifiable information.
9. Make, receive and respond to a variety of enquiries and test results on behalf of the medical staff and other members of the clinical team using appropriate communication and judgement skills to resolve enquires where possible.
10. To take messages and redirect calls where appropriate, liaise with staff from external agencies and internal departments.
11. To be responsible for Implementing and maintain an efficient system for chasing any outstanding queries, comments and actions.
12. To liaise with staff to provide details for, and distribution of, medical staff on-call rota.
13. To ensure stationery stock/office supplies are available (including controlled stationery), sourced and used efficiently, and to ensure office equipment is kept in good working order by reporting faults through the appropriate channels
14. Where appropriate manage and organise an efficient filing system, including making up of new case notes.
15. Where necessary be responsible for ordering scripts from the hospital pharmacy and for liaising with the medical staff regarding urgent medication requests/changes.
16. Where applicable maintain records of weekly referral meeting, including new referrals and Referral Outcome Forms.
17. to provide cover for processing petty cash and patient monies as and when required
18. Organise hospitality and/or overnight accommodation if required and any necessary transport arrangements.
19. To establish and maintain suitable systems for the filing and management of staff files and other records. To maintain staff records, including attendances and absences, training records, keeping managers informed where applicable
20. Provide a local induction and day to day observation/supervision to admin staff where necessary.
21. Where necessary ensure students are provided with a timetable and introduce them to the team and the working environment.
22. Provide cover as and when required for other administration and secretarial staff.
23. To undertake any training and development necessary to fulfil the requirements of the post.
