Support Secretary

To ensure all routine and/or urgent enquiries are effectively and successfully resolved within a prompt timescale using own initiative or referring as appropriate and a proper record is maintained.

To ensure wherever possible that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, liaising with department and Trust staff to maintain an efficient record system, prompt transcription and distribution of correspondence in compliance with local/national targets.

To maintain accurate and up to date internal computer systems and to retrieve and generate information to assist in the effective organisation of all patients/customers in accordance with local and national policies and targets.

To undertake general office duties such as; faxing, typing, photocopying and uploading/downloading information to/from external agencies efficiently and effectively. To review stationary levels and inform appropriate person when necessary.

To maintain efficient office management system/procedures to enable the department/clinical team to optimise their customer/patient care by ensuring that the data entered onto the systems is accurate, complete and up-to-date, identifying issues and acting accordingly.

Support new team members by demonstrating and explaining routine dept practices and procedures, undertaking appropriate training and development with new and existing staff ensuring standards of practice are maintained at all times.

Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collected and input accurately in line with Trust guidelines. These systems may include PMS (iPm from June 2007), CRRS, Opera, CRIS, Ultra, Respond, IMPAC etc.

To receive all incoming post, sorting and distributing it throughout the department.

Provide appropriate cover in the absence of other members of the team.

For further details of the job role please see attached job description.