Job responsibilities
SECTION 1- MAIN RESPONSIBILITIES:
Office management skills including management of clerical officers if applicable.
Provide a confidential and comprehensive secretarial service and to undertake a full range of administrative duties.
Provide a full range of clerical tasks such as answering the telephone, opening the post, typing, filing, scanning, photocopying & faxing.
Use IT skills including spreadsheets, word processing, e-mails and basic keyboard skills as well as retrieval of information using database systems, preparing and processing sessions.
Diary management.
Provide audio typing within the service
To manage referrals received and use the patient data system package to book patient appointments.
Data in-putting on a regular basis.
Booking training/events.
Booking allocation of rooms for services to use ensuring relevant equipment is available.
You may be required to provide administration support for services being provided off site.
To work as part of a team and to carry out tasks set by the Line Manager
To be conversant with all of the services offered within Community Healthcare.
Knowledge of Data Protection Act and Patient Confidentiality, Risk Management and Health and Safety Procedures
To attend all Mandatory Training e.g Fire Lectures, Manual Handling, Basic Life Support, & Risk Management
To undertake Waste Management and energy saving procedures in accordance with Trust policy
To support the Line Manager in the smooth running of the service.
Secretaries are expected to cover at own and other community facilities during annual leave and sickness absences. The post will include a range of duties, which fall within clearly defined limits.
Responsible for reporting any issues with the building to the Estates Department to ensure facilities are fit for purpose.
SECTION 2- KNOWLEDGE AND SKILLS
Communications
To communicate confidential, sensitive or contentious information with a range of people internally and externally across organisations.To act as a point of contact for all enquiries using initiative, diplomacy and sensitivity.Screening all calls, recording messages where appropriate and ensuring all urgent matters are dealt with promptly.To communicate verbally and non-verbally to deal with enquiries from service users/relatives, members of the public and outside organisationsTo frequently provide prompt responses to queries that come into the service.Communicate appropriately and effectively through the use of email, written correspondence and verbal communication. Having awareness of communication difficulties e.g. language, hearing and sight impaired patients.To have verbal and non verbal communication skills, to have the ability to handle occasional aggressive callers.To work flexibly as a member of the team and to conduct and complete work generated by line manager.
Responsibility for Patient Care
To ensure service users are given appropriate information and direction in relation to the services provided.Service users are greeted and dealt with in a courteous and professional manner.Assist patients /service users/carers/relatives during incidental contacts.
Planning and Organising
To manage and organise the busy schedule and diary commitments effectively and appropriately, through prioritisation, organisation and planning.Forward scheduling regular meetings and ad hoc meetings as directed and required.Resolving conflicting appointments and arranging urgent meetings, which arise on a day-to-day basis as requestedMaintain an accurate record of incoming mail and follow issues up, dealing with these issues personally wherever possible and ensuring urgent items are dealt with promptlyMaintain accurate filing system (electronically or paper based) and a bring forward system ensuring easy retrieval of information.Arrange meetings and hospitality as required, arranging venues, equipment, refreshments, etc. (both small and large scale). Ensuring that relevant attendees are in receipt of necessary paperwork for these meetings and provide maps where necessary.To undertake associated secretarial tasks e.g. agenda preparation, minute taking, photocopying, scanning, faxing, e-mailing and the routine upkeep of office equipment.Organise and plan own day to day workload or activities in order to meet the demands of the job role.The post holder is expected to use their initiative to a significant level and work without direct supervisionTo assist with data collection and audit as required by the line manager.To oversee the inputting of data and ensuring adherence given to timescales on the patient information system.
To promote and monitor quality of work within the service to provide an optimum service.Due to the nature of the work, the post holder must be able to prioritise, as frequent interruptions can be expected from the public and professionals.
Responsibilities for Physical and / or Financial Resources.
Ensure safe and efficient use of equipment, resources and consumables at all times.Responsible for ordering stock items (stationary).
Responsibility for Policy and Service Development and ImplementationTo contribute to proposed secretarial procedures through feedback and consultation.To contribute to the review and development of policies as appropriate to the service.To identify areas that could be enhanced to support service development,Adhere to Policies and procedures.To be aware of, comment on and/or actively participate in changes on policies, procedures or service developments.To embrace and support line management and the department in making service improvements effective within the workplace.
Responsibilities for Human Resources and Leadership
To contribute to the recruitment and selection process of clerical staff according to Trust Procedures.To participate in Performance & Development Review with the line managerUsing your knowledge and skills, provide support and guidance to staff as required.Support new or less experienced work colleagues to adapt to the workplace.
Responsibilities for Teaching and Training
Participate in training and development activities that are relevant to the job role.
Responsibilities for data and information resources
To use electronic communication systems such as emails, intranet, team brief and internal communication systems.Take and transcribe minutes of meetings as required.Develop and implement changes to documents. Update reports and documents as directed.
Research, Development and Audit
To provide assistance as requested by the line manager to complete internal clerical audits.
SECTION 3- EFFORT AND ENVIRONMENT
Physical Skills and Effort
When filing the Post Holder will have to bend, stretch and lift boxes of stationery, files, working in a limited space.The Post Holder is expected to move from their area of work to perform other duties related to the post in other parts of the building i.e. photocopying.The Post holder is expected to travel to other Community Facilities to cover when the needs of the service demands.Frequent concentration when using the computer.Keyboard skills including touch-typing.The Post Holder is expected to switch from task to task throughout the day i.e. from I.T. work to answering the telephone to Reception duties.Occasionally type letters of an emotional nature.Use VDU equipment regularly for long periods of time.
General Duties
The Secretary is the link between the Health Care Professional and Service users who utilise the services within Community Healthcare. The role of Secretary is not to give medical advice but to refer on to a Health Care Professional or relevant service.Any other duties as appropriate to the grade.This job description is issued as a guideline to help you understand the duties you will be initially expected to undertake. It may be changed from time to time to meet new working requirements after discussion between you and your manager.Along with the designated tasks the successful candidate will acquire an understanding of the duties and responsibilities of colleagues to become an active and proficient member of staff.
