1 To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioriti.....
1 To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include: Assist Managers in the HR and recruitment process for MSK new starters and prepare relevant paperwork for Managers to authorise changes to current staffs circumstances. Be point of contact for staff to provide information on Trusts processes (i.e. HR, Mileage claims and answer general enquiries to assist staff, especially new starters). Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting. Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations. This may include regularly dealing with matters of a complex and/or distressing nature. Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience. Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents. Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner. Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner. Researching appropriate websites, downloading and circulating documents, as requested. Identify and report areas within working processes and procedures that could improve service delivery. 2 To maintain schedules, ledgers, rosters and diaries, organise service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready for clinics, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meetings. Where necessary, booking accommodation for staff to attend training or meetings, such as hotels, meeting venues, and supporting with populating the paperwork for bookings as necessary, such as filling out booking request forms, invoices and completing purchase orders 3 To work closely and build working relationships with the MSK Team Leads, MSK Senior Managers, MSK Clinical colleagues, Performance and Information Team, Clinical Systems Analysts and Clinical Systems Champions 4 To receive and process Diagnostic reports and referrals into the service, which may be urgent. To liaise with health professionals to triage, correctly process referrals and to employ effective waiting list management and appointment booking 5 To contact patients to confirm choose of secondary care provider which includes uploading appropriate referral letters and documentation to the referral system (e-RS) 6 To work with the MSK Administration Coordinator and the MSK Business Manager to review and cleanse reports and data 7 To communicate with patients when required to rearrange appointments, respond to queries and to inform them of changes to their provision of their care 8 To communicate professionally and effectively with patients, colleagues, stakeholders and service users at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate messages and ensuring these are actioned and/or passed to the relevant person in a timely manner. 9 To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times. 10 Exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner. 11 To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system, Powergate, and carrying out research into goods and services as directed 12 Inputting onto various databases and systems, e.g. SystmOne, and designated spreadsheets, within the required timescales and deadlines. This may include scanning referrals, which may be urgent, and liaising with health professionals to correctly process the referrals. 13 To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times 14 To be committed to working within a changing environment, embracing new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the MSK Administration Coordinator and/or the Admin Team Leader 15 To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. 16 To monitor and report on own sickness absence and annual leave 17 Deal with any queries on a daily basis in relation to processes, problems, complaints and if needed refer these to the Service Manager or Team Leader. To implement policies for own work area and propose changes, as necessary and demonstrate own duties to new starters 18 To ensure own continuous professional development, in particular with regard to SystmOne, PAS, reporting and the use of Microsoft Excel. 19 It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures 20 Provide cover for the team and other departments, including reception, during periods of absence, as directed by the Admin Team Leader. This may require travelling to other sites 21 To attend relevant meetings. These may be virtual or in person. This may require travelling to other sites.
