Job responsibilities
Job Summary
To proficiently undertake administrative and clerical duties for BEDOC. These will include the administration in relation to referrals. Your role will consist of secretarial duties utilising specific knowledge of medical terminology and hospital, clinic, or laboratory referral procedures, the recruitment & screening of workers, coordinate training and DBS Checks.
You will work unsupervised, but with the support of your team and line managers, prioritising work on a daily basis. You will be expected to undertake the role flexibly and work closely with Management Team, GPs, Healthcare professionals, employees and patients. You will be expected to maintain a confidential and professional approach to daily work.
Summary of Responsibilities:
To competently manage routine and complex enquiries and information, act as an effective liaison for the BEDOC, relay information and instructions, and communicate effectively with the Bedoc team as a whole.
Participation in the Operations Team rota and managing your workload according to that weeks priorities.
Daily completion of tasks and referrals, ensuring all actions are completed quickly, confidentially and to a high standard.
Working with the Operations Team on managing the e.access email account, dealing with all queries, bookings and requests as necessary.
Proactively setting up clinic rotas on both the Bedoc Website and System One in order to fulfil requirements.
Completion of on-boarding for new Bedoc staff, making sure that all checks are completed and documented.
Use Microsoft applications to produce a wide variety of documents, including memos, letters, leaflets, flowcharts, reports, and databases including spread sheets.
Produce required reports.
Maintain an organised and confidential paper based and electronic filing system.
Maintain accurate documentation and information systems, both manually and by using the companys computer system and associated packages, for the recording of clinical and administrative data relating to your role.
Relationships
Key relationships include:
Business and Operations Manager
Chief Executive
Chair of Council Chair and Bedoc Society Members
Information and Clinical Governance Manager
Finance Manager
Lead Nurse
Clinical Governance Lead
Medical Director
GPs and all Bedoc appointment service providers
Drivers
Receptionists
External Agencies including, independent providers and voluntary agencies, Acute Trusts ,BCCG , Local Government
Other local NHS provider organisations
Professional responsibilities:
To participate in all mandatory training requirements.
The above includes Knowledge of Fire Safety procedures, Health & Safety in the work environment, Data Protection and basic resuscitation procedures.
To follow company policy and take appropriate action in the event of any accident/incident involving either a patient or member of staff.
Education and development responsibilities:
To participate in the BEDOC appraisal and IPR process and set personal development plans.
To undertake appropriate training covering job-related issues and/or the introduction of new systems or IT packages after discussion with your line manager.
To attend department training sessions as required for personal and service development.
OTHER
This job description is neither exclusive nor exhaustive and the duties and responsibilities may vary from time to time in the light of changing circumstances and in consultation with the jobholder.
CONFIDENTIALITY
Attention is drawn to the confidential aspects of this job and your personal responsibility and liability under the Data Protection Act 1998. Matters of a confidential nature, including information relating to patients or staff, must not under any circumstances be divulged to any unauthorised person. Breaches in confidence will result in disciplinary action, which may result in dismissal. In exceptional circumstances this could result in a prosecution for an offence of action for civil damages under the Data Protections Act 1998.
REVIEW
These guidelines are provided to assist in the performance of the contract but are not a firm condition of the contract. This job description will be reviewed as necessary to meet the needs of the service in consultation with the post holder.
APPRAISAL
BEDOC operates a system of individual performance review/appraisal for the purpose of agreeing performance objectives and discussing development needs in line with requirements of service need in the operational plan.
CLINICAL GOVERNANCE
To have responsibility for a commitment to maintaining a high quality service to patients by continual development of practice in the light of research evidence and by audit, based against clinical relevant standards.
CODE OF CONDUCT FOR PROFESSIONAL GROUP
All members of staff are required to work in accordance with their professional groups code of conduct (e.g. NMC, GMC, HPC).
This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the post holder.
CONFLICT OF INTEREST
You may not without the consent of BEDOC engage in any outside employment and in accordance with BEDOCs Conflict of Interest Policy you must declare to your manager all private interests, which could potentially result in personal gain as a consequence of your employment position within BEDOC. Interests that might appear to be in conflict should also be declared.
DISCLOSURE AND BARRING SERVICE
It is a requirement of this position that a DBS at the enhanced level is undertaken.
GENERAL RESPONSIBILITIES
- Company policies and procedure - To adhere to Bedoc agreed policies and procedures.
- Equal Opportunities - To promote and develop the equality of opportunity in accordance with Bedoc Equal Opportunities Policy.
- Confidentiality - To protect the confidentiality of information relating to Bedoc, Patient and Staff or other agencies
- Quality - To provide a quality service to internal and external agencies and participate in/develop clinical governance within sphere of responsibility.
- Health and Safety -To share responsibility for abiding by Health and Safety policies and regulations and acting in accordance with the Risk Management Policy.
- Lone Working - You may have to work alone, and therefore you are required to undertake the relevant mandatory training and adhere to the relevant lone working policy.
- Risk Management - All members of staff have a responsibility to report all clinical and non-clinical accidents or incidents promptly and when requested to, co-operate with any investigation undertaken.
Bedoc retains the right to change or modify job duties at any time. The above job description is not all encompassing. Needs and requirements may vary between locations and according to business and clinic necessity.
