Senior Administrative Secretary for the Senior Safeguarding Team

at  Bridgewater Community Healthcare NHS Foundation Trust

To provide first contact for service user, staff and enquiries, responding to telephone enquiries and written enquiries in an efficient, tactful manner. Administrative support to the Senior Safeguarding Children & CIC Team, across all communication medium including faxing, photocopying, copy/audio typing reports, letters, clinic diary and meeting appointments. To assist in the day to day organisation of activities within the team this contributes to the smooth running of the service. To support Band 2 staff in organising, delegating and prioritising workload as appropriate.
To support the induction of new administrator starters, professional and administration, in order to support knowledge of administration procedures and electronic patient record when required. Take and transcribe minutes at meetings as required, ensuring they are accurate and distributed in a timely manner following approval when required. To have full understanding of all Microsoft Office Suite. To be responsible for maintaining the electronic database and records for the service including Ulysses To liaise with the internal/external colleagues To have a good understanding of safeguarding policies and procedures.
To scan records on a regular basis. Prepare patient case notes in line with local policies and ensure notes are kept up to date To maintain effective filing and archiving system for paper records, whilst also supporting maintenance of electronic record to support effective record management. To act as the SystemOne Super user for the services. Have a full understanding and use full Electronic Patient Record SystmOne and EMIS and be responsible for making changes and updates to the system, templates and questionnaires as directed by the senior professional staff, admin team leader and/or Clinical Manager.
Responsible for registration of referrals received, scanning in documentation onto electronic patient records using SystmOne and EMIS and requesting more information if required. To maintain diaries and arrange/prompt regarding appointments and to deal with any correspondence relating to this and log and share all messages received from patients, carers, health professionals and other agencies. To open and distribute internal and external mail. To provide audio/copy typing and word processing when required.
To photocopy materials and correspondence as required. To liaise at all levels within the trust and maintain excellent communication skills, both written and verbal. To prioritise workload to meet agreed timescales. To be responsible for ordering stock.
To exercise good time management, punctuality, consistent and reliable attendance. To report any service equipment deficits/faults to estates and facilities. Make the individual clinicians weekly appointments and ensure they are in line with the trust policies deal with DNAs and cancellations as per local protocol. To liaise with internal departments and external agencies/ partners/colleagues.
To be able to communicate with patient and carers to and ensure the smooth delivery of the service in an efficient, tactful, sensitive manner. Redirecting calls, taking action as appropriate. Liaising with internal services, GPs, Consultants and other agencies partners/colleagues. To maintain good working relationships within and outside of the Trust.
Ensure the clinicians electronic appointment diaries are up to date. Maintain a comprehensive filing system for the service and safe management of retrieval and archiving of patient records

Please refer the Job description for details