Job Description

• To be responsible for the line management of the Clinical Genetics Secretariat and admin team, providing first level support, ensuring that adequate cover is provided in all areas of activities.
• To be responsible for the daily management and supervision of staff, monitoring sickness, and arranging cover for annual leave, in accordance with Trust policies.
• To develop a personal development plan with staff and to ensure training and development needs are adequately met.
• To evaluate staff performance taking appropriate action to ensure that staff abilities and aptitudes are developed and potential maximized.
• To allocate work for staff and to complete monthly sickness/salary return.
• To ensure that high standards of data quality are achieved, through implementing clear and robust procedures for staff to follow and identifying training needs and implementing training and development plans for staff accordingly.
• To manage recruitment, selection and training of all new staff within the team.
• To coordinate induction meetings for all new Clinical Genetics secretariat staff and admin team and act as contact for all induction queries.
• To take an active role in the training and development of other staff within the wider teams.
• To be responsible for the introduction and putting into practice of new or revised leave policies/procedures.
• Responsible for the regular audit of sick leave for the Clinical Genetics secretariat and admin team.
• To organize and conduct annual appraisals for the Clinical Genetics secretariat and admin team. 
• To compose and maintain personal files for the Clinical Genetics secretariat and admin team and maintain as confidential.
• To monitor and maintain standards of performance of staff, using the Trust’s counselling and disciplinary procedures where appropriate.
• To implement performance and management policy in relation to staff disciplinary management.
• To work with clinicians and other managers to ensure all appropriate admin work is completed in a timely manner using systems mentioned above.
• Development and implementation of new or revised administration policy and procedures.
• Taking and relaying as appropriate, telephone enquiries and messages, using initiative and prioritizing skills when disseminating information.
• To assist the Clinical Unit Manager and Patient Access Manager in the writing of reports and documents.
• To work closely with the Clinical Unit Manager and Outpatient Access Manager by undertaking and assisting project management directly related to the Department.
• This role will require analytical skills as well as being a capable communicator with excellent organizational ability.
• To use knowledge and experience to offer help and advice when requested.
• To act as role model.
• To carry out surveys/audits as requested.
• To ensure that patient case notes are correctly maintained by all staff and that high quality standards are maintained at all times and tracked appropriately using the relevant software.
• To manage the information flows between the Clinical Genetics Secretariat and the Waiting List office.
• To receive and make telephone calls and take appropriate action/discuss with appropriate staff maintaining a friendly, professional and courteous manner at all times. These conversations can often be of a distressing nature.
• Maintaining physical and electronic filing systems as well as other general ad hoc office management procedures.
• Must exercise judgment to analyze and resolve problems.
• The post holder is required to work unsupervised and is expected to plan and organize his/her own time.
• Provision of information and advice to patients and relatives about admissions and appointments exercising judgment when dealing with patient enquiries; analyze and resolve patient problems.
• Be responsible for communicating cancellations to all relevant parties with the reasons for cancellation including patients and relatives.
• Will be asked to show flexibility should the need arise in covering for other personnel when on leave/sickness etc.
• Must at all times respect the confidentiality of all electronically stored information and written data, particularly where it relates to patients.

Required Knowledge, Skills, and Abilities