Key Task and Responsibilities To provide an administrative and clerical service to the service, sorting and distribution of post and any relevant correspondence Processing new referrals and information, recording appropriate data using the Oxleas RiO system to its full functionality for the service Preparation of information for example, client files, letters, reports, in line with local policies and procedures To collate, photocopy and distribute reports and other relevant information for example, G.P.s, internal/external agencies To book appointments, meetings, rooms and interpreter services as required To support the reception service of the Hub, including dealing with telephone queries from the public and other professionals To collate agenda items, take minutes of service related meetings and distribute information as requested To liaise with internal and external agencies, for example, Contracted Services, IT department on behalf of the service to facilitate the resolution problems related to equipment used by the team, for example computer, printer, photocopier, telephone, internet access and so on as requested To gather data as requested, for example, activity data and statistics, providing punctual and accurate information following departmental and local trust guidelines as required on a weekly, monthly and quarterly basis To participate in the organisation and coordination of study days or training To support the Manager to maintain records relating to study leave, sickness and annual leave submitting statistics on a monthly basis using Healthroster Establish and maintain effective working relationships with clients, carers, the general public and all other staff working internally and externally to the trust To take account and act according to individual patient circumstance, giving due regard to cultural differences and diversity of clients, carers and service users in the local borough Liaise with clients, carers, G.P.s and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals, arranging appointments, booking transport. Ensure consistent and robust reporting of patient related information on RiO as requested and according to local policies Receiving and processing patient referrals from the Patient Flow and Community Team as required. Support with discharge of clients from the service ensuring discharge notification and referrals to other teams / external agencies are processed appropriately and in a timely manner. To provide input of service development ideas to the administrative team and develop current administrative procedures facilitating on-going and efficient processes within the Service as required To monitor and maintain the departmental stationery including stock for support equipment, for example, printers and photocopiers and facilitate access for staff as requested To support with the ordering of equipment and medical supplies as directed by the team and Manager To maintain an efficient filing and discharge system to facilitate the efficient case management for the team to include archiving files according to Trust policy To type updated guidelines/local policies and procedures as requested by the Manager Demonstrate flexibility and negotiation skills with team members and clients in terms of appointment availability; implement solutions and strategies to participate in a team environment, seeking advice and support where necessary To lead on and undertake other office duties relating to estate queries To book venues for meetings and organise refreshments as requested To ensure issues regarding Health and Safety risk management or associated policies and guidelines, are reported to the Team Lead To have oversight of the schedule for the building and manage room bookings in the Hub and communicate any concerns to the manager

Please refer the Job description for details