Community Secretary / Administrator

at  Bridgewater Community Healthcare NHS Foundation Trust

Duties and Responsibilities: To provide a front line service for all service user enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. These enquiries may require the job holder to have extensive knowledge of the clinical services they support. Liaising with internal services and partner agencies when necessary. To be responsible for maintaining, developing and managing all aspects of secretarial support clinically and/or administratively; The management of the patient booking system to include building of clinic sessions, management of waiting lists and breaches, data cleansing; To act as the Super user for the patient electronic computer system; To ensure that appropriate levels of identified stock and lower level clinical equipment are requisitioned on the Purchase Ordering system; To ensure display and availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys; To deal with all internal/external mail and redistribution to relevant department; To accept deliveries and ensure these are dealt with promptly; To ensure vaccine deliveries are stored in accordance with the Immunisation policy where appropriate; To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy; To copy type/audio type medical reports which will contain medical/clinical terminology and general correspondence as indicated; To report any faults, defects or building defects to the CAFM Helpdesk; To maintain appropriate levels of identified stock and lower level clinical equipment; to place requisitions onto the Purchase Ordering system; To undertake Fire Warden and First aid duties as required to ensure legislative compliance.
To manage/ book clinic and meeting rooms within the premises and keep room availability updated as appropriate; To manage, update and maintain clinical diaries as requested; To carry out inductions for all new members of staff and service users who may work within the postholders clinic location ie that includes fire procedures, facilities of the building and general rules and procedures within that location; To communicate verbally and in writing with multi agency services regarding information which may be sensitive and possibly highly distressing which might be of a legal nature; To arrange meetings between staff as directed, take notes and distribute the meeting notes to parties concerned. To assist with research and audit activity using a variety of audit tools including the internet. To coordinate information received from external partners eg A&E reports To edit/format legal documents

Please refer the Job description for details