Job Description

You will be a great communicator who is systematic, comfortable with people at all levels of seniority and adept at talking to children and young people.

This post will have particular responsibility for providing administrative support to our Independent Services and ‘A National Voice’ program as well as supporting the Senior Service Administrator to ensure the smooth running.

You will be responsible for providing an effective and efficient reception service and should ensure that the young person’s experience with clinical services is efficient, effective, responsive and sensitive to their needs, and promotes the good image of the service.
Key Responsibilities

• To provide reception duties which will include assisting people in a helpful, diplomatic and tactful manner; screening and re-routing calls, as appropriate.
• Taking clear, concise messages and dealing with general enquiries, where appropriate.
• To add referrals to the Trust patient database within 24 hours of receipt. Trace patient NHS details via the National Tracing System. Oversee the administrative component of the Trust patient database ensuring patient details are updated and accurate at all times, whilst adhering to timescales and data protection. Monitor and update operational data quality information proactively to ensure targets and standards are met.
• To maintain the reception area, eg. restocking leaflets etc. Overseeing the signing-in procedure for families and visitors on arrival.
• To update the Trust patient database system, ie. User contact details, outcome of appointments etc.
• To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales, and manage multiple tasks within the working day whilst maintaining quality standards. To provide a professional and confidential administration service, to include copy typing; preparing correspondence; proof reading documents; photocopying; faxing; filing; scanning; dealing with post.
• Organise the booking of interpreters and translation of correspondence, where appropriate.
• To arrange appointments and meetings as required.
• To contact the Trust Estates and Facilities Department to report works, as required. Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team.

Communications and working relationships

• Service users and families
• Visitors
• External agencies
• Multi-disciplinary team members
• Administration team
• Management team
• Other Trust staff and departments

Required Knowledge, Skills, and Abilities