Job Description

• Word processing of all forms of correspondence, reports and summaries that are required by the team.
• Undertake diary management for clinicians and/or managers, as required.
• Arranging service-wide meetings and taking minutes.
• Organize clinics and associated appointments for clinics, using appropriate brought forward systems to manage work.
• Provide operational support to colleagues, and supervision of Band 2 administration staff within the team, if required, as directed by Line Manager.
• Deal with staff and service user requests that may be part of a cash office functions as and when required, and in accordance with Trust procedures.
• Inputting and updating service user information and service user/team activity on computerized information systems, creating service user notes where necessary and according to policy.
• Maintain filing in both paper and electronic records, ensuring that it is kept up to date at all times.
• In accordance with Trust procedures, track and receive notes in a timely manner.
• Ensure good customer service by providing a professional and effective telephone service, taking accurate messages and providing information and signposting as requested and appropriate.
• Undertake training of new staff as directed by Line Manager and/or other managers.

Required Knowledge, Skills, and Abilities

The successful candidate will be well organized and able to priorities work. You will be proactive in solving problems and queries and you will see these through to completion. The post holder will need to be calm and patient, with an excellent telephone manner and skills to deal with sometimes complex and difficult issues over the phone. You will be required to provide front of house reception cover for the team on an ad hoc basis.
You will be supporting a multidisciplinary team and will be involved with arranging appointments, audio typing letters, scanning and uploading documentation onto appropriate systems, photocopying, minute taking, ordering stationary and some general administrative work as required.
The ideal candidate will have a can do attitude, strong team work ethic, sense of accountability, accompanied by an ability to work under considerable pressure at times. This post is open to professionals with the right attributes to enhance a team.

• Excellent customer care skills.
• Excellent standard of typing/audio skills (50wpm).
• Good IT skills (MS Office).
• Good organizational skills.
• Excellent telephone manner
• Ability to take minutes in a meeting.
• Ability to adopt an appropriate style and method of communication and deal effectively with people.
• Ability to work on own initiative.
• Ability to work under occasional pressure/stress.
• Ability to deal with typing letters or reports which may contain distressing information.
• Ability to work as part of a team.
• Good listening skills.
• Flexible approach to work.
• Professional attitude towards service users and their families.
• Friendly and approachable
• Clear understanding of confidentiality and the importance of maintaining confidentiality for patients