Job Description

• The post holder will work as the Team Leader for the Clinical Admin team and be responsible for providing excellent customer service and contributing proactive information to support the waiting list team
• The post holder will assist with the day to day running of the waiting list supporting the Patient Pathway Coordinator and deputizing in their absence.
• The post holder will work closely with all clinical areas to support the Trust’s targets, i.e. referral to treatment and cancer targets.
• The post holder will be involved in transforming current work practices to meet all Trust requirements.
• The post holder will be responsible for the day to day management of staff which includes; induction, appraising and initial performance management.
• To provide clinical administrative support to the Consultants and their junior medical staff, ensuring that Trust standards are adhered to in relation to all documentation and data input concerning patients and treatment.

You must be able to work within an extremely busy and demanding environment providing an efficient administration service to the Surgical Consultants and their teams. Accuracy and attention to detail are a must.

• To provide an administrative service to the Department.
• To plan and organize own work schedule with the use of appropriate planning aids, demonstrating good time management and ensure anticipated difficulties in meeting deadlines are promptly reported.
• Deal with Consultants requests for actioning urgent correspondence, medico-legal reports and any other appropriate adhoc correspondence requested in line with the Trusts policies and procedures
• To obtain and organize information in support of own work activities, maintain confidentiality in accordance with organization procedures.
• To provide administrative support to all meetings. This will include the preparation and distribution of agendas, taking and distributing minutes and other documents for meetings, arranging venues, refreshments etc.
• Take minutes as required ensuring they are accurate and actioned in a timely manner.
• Answer queries from colleagues, GP’s and patients in a timely and professional manner.
• To ensure that secure systems are in place for the storage of all resources including computerized information.
• To promptly open incoming mail, linking to relevant medical records and distributing post to Consultants where necessary.
• Scanning and uploading relevant patient medical documents into the Trust’s Electronic Patient Record system.
• To manage staff on a day to day basis including induction, appraisal and initial performance management.
• Set up and maintain effective filing, bring forward and retrieval systems.
• To assist clinicians with sending letters using Epic where incomplete patient information e.g. address or where attachments need to be included.
• To develop and maintain effective working relationships with other staff in the department and the Trust ensuring a professional and seamless service is provided. In particular this will require regular liaison with various departments.
• To adhere to Trust Values in promoting all aspects of care and standards.
• To ensure all phone calls are dealt with in a professional and timely manner adhering to the local targets set by the department and Trust
• Provide cover for other staff within the team who are on leave or out of the office.
• To operate the various IT systems used to fulfil the role/department requirements.
• To liaise with other hospitals, other personnel and patients proactively and at the request of a Consultant and the Service Manager.
• To undertake photocopying/scanning duties as required.

Required Knowledge, Skills, and Abilities

The successful post holder must be able to work within an extremely busy and demanding environment providing an efficient administration service to the Surgical Consultants and their teams. You will be required to deal with telephone enquiries from both professionals and the general public and you should be able to communicate clearly and professionally at all levels, at all times. The post holder should be responsible for supporting the patient pathway coordinator with the day-to-day management of the department and staff which includes induction, appraising and initial performance management.