Attend regular team meetings arranged by Team Leader. As part of a team with other Clinical Office Administrative Co-ordinators, provide secretarial/admin cover from Monday to Friday each week within each specialty. Have the ability and commitment to work as a team member and be able to adhere to strict deadlines. Provide a fast and accurate clinical correspondence secretarial/admin. Service with proficient use of appropriate software and systems to meet the required Trusts standard of work. As appropriate, prepare straightforward replies and requests for consultant teams. To use new working systems within the Clinical Office to promote an efficient service, ie the outsourced transcription service, e-correspondence to PCT GP practices, electronically developed storage and print, systems, discharge summary systems, and the storage of appropriate information electronically on shared drives. Competent use of cerner, in particular in relation to the 18 week patient pathway, after training in accordance with required Trust standards of work. Ensure changes notified by patients are added accurately and immediately. Ad-hoc retrieval of medical records/investigation results relating to patient/GP/Consultant enquiries, liaising with all staff concerned with patient services as necessary i.e. medical nursing, medical records, pathology, histology and management. Provides first point of contact for written and telephone queries on behalf of consultants and teams, using judgement to establish validity and priority of the contact. Responsible for dealing with enquiries from patients, (written and via telephone/email) relatives, wards, GPs and various external agencies, providing information and taking appropriate action as required whilst ensuring patient confidentiality at all times. Ensure that all results are checked by the Consultant and then filed in the appropriate medical records or forwarded to other parties as required. Attend relevant departmental meetings and provide Secretarial services as required eg booking venues, typing accurate minutes and agendas and circulating documentation as required. Working as part of a team; supervising Clinical Office Administrators and Assistants where applicable and assisting with the training of new and temporary staff providing support and advice as appropriate. Exercise independent judgement and initiative when problems arise, taking the necessary actions to resolve the problems or referring to the appropriate person. For all tertiary referrals, responsible for the provision of the Inter Provider Transfer Minimum Data Set within 48 hours of referral. When required, chase up responses to complaints within optimum deadlines and forward to the correct party within the Trust. To take an active part in Progress & Development Reviews and to maintain and update Personal Development Folder in accordance with Agenda for Change. Co-ordination and support of clinics as required. Participate in Trust training courses as appropriate to ensure skills and knowledge are maintained. Implement any relevant Trust and Directorate policies on behalf of the Consultant team. Responsible for ensuring that all commitments (including those held at other trusts/organisations) are reduced/ cancelled when necessary adhering to relevant procedures, notifying managers and other Consultants within the department of any planned leave for the Consultants. Responsible for notifying the Patient Pathway Team, the Service Manager, and the Appointment Centre in a timely fashion (minimum of 7 weeks notice) of any annual, study or professional leave or on-call duties by the Consultants, or junior doctors, that will necessitate reduction. Support the day-to-day organisation and management responsibilities of the Consultant, diary, arrange meetings, appointments etc. or cancellation of outpatient clinics or theatre lists. Responsible for training clinical staff in the use of dictating machines, clinic outcome forms and any other protocols relevant to the department. Responsible for ensuring copies of clinic letters are available in notes/ Evolve/cerner for booked operations. Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team. General office duties including filing and photocopying. Undertake all mandatory training as required by the Trust. To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work. The Clinical Office Administrative Co-ordinator will provide: a comprehensive administrative service to the Consultants and their Medical team. Responsibility for the day to day management of clinical office administrators and clinical office assistants. Organise their workload with the Consultants and Teams, co-ordinating with other Clinical Office Administrative Co-ordinators to ensure that an efficient service is provided. Act as an essential point of contact for patients and work closely with clinicians, specialist nurses, and other specialities. To work with all members of the Patient Pathway Team to ensure that pathways are actively managed and any clinic/theatre bookings are made in line with the Trusts Access Policy. Exercise initiative and carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work. It is expected that Clinical Office Administrative Co-ordinators are fully able to fulfil the role of the Clinical Office Administrator. For further information about this post, please contact: Emily Sears emily.sears@nhs.net or Sophie Eldred sophie.eldred1@nhs.net