Job Purpose To work closely within a multi-disciplinary team to provide administration support in accordance with the requirement.....
Job Purpose To work closely within a multi-disciplinary team to provide administration support in accordance with the requirements of the service as led by the Team Manager/Deputy Manager To project the professional image of the business through demonstrating excellent customer care in all activities To adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales To maintain confidentiality at all times Key Responsibilities Communicating effectively with a wide range of people including colleagues and members of the public, ensuring at all times that a professional approach is presented. To use Microsoft Office packages to produce reports, spreadsheets, presentations, emails to a high quality standard. To manage the referrals monitoring in line with the needs of commissioners and the team manager Answering internal and external calls, mail and emails, transferring calls where necessary and taking messages ensuring these are actioned in a timely manner. Effectively communicate with clients to include arranging and re-arranging appointments on behalf of team members as well as general enquiries from clinicians and clients. Responding to enquiries in a professional and helpful manner. Actively participating in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from line manager To produce copy and/or audio or digital typing of correspondence, reports, presentations, and spreadsheets; ensuring all documents are accurate and produced to a high standard. Actively support team meetings - co-ordinate, collate and ensure accurate and timely distribution of papers, as needed. Ensure that Minutes are accurate, well written and presented, and effectively distributed in a timely manner. Efficiently use appropriate systems to collect, collate and report data and information in an accurate format (eg Microsoft Excel, Word, PowerPoint). Produce, when requested, accurate data in line with the needs of quarterly reporting as required by commissioners. Use an electronic booking system for room bookings as requested by the team across all trust sites. To ensure that all communication is professionally presented, accurate, well-constructed and formatted in line with Trust guidelines. To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, to propose changes to working practices to maximise efficient/effectiveness of role. To maintain a well-managed filing system, both paper and electronic, to ensure ease of access and retrieval, in line with Trust protocols. To fully utilise and extract data from clinical systems used for patient care. Ensure all confidential paperwork is filed or shredded promptly and securely Carrying out general administrative tasks for the department to agreed standards and timescales, e.g. photocopying, sending out correspondence and documents, etc To be flexible in travelling / working between all Trusts sites, as and when required To undertake any other administrative duties as and when required To act in ways that support equality and value diversity. Treat everyone with whom you come into contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity Work within guidance of the Trusts policies and procedures.
