Job Overview Act as a key point of contact for clinical services. Ensure that patients, other members of the public, external stakeholders and colleagues within the Trust receive a courteous and supportive response to a range of queries and requests for information. Play a key role in supporting clinical teams in the organisation and management of their patient caseloads. Ensure that patient records are kept up to date and secure and respond to queries and requests for advice from the administrative support team. 2. Communication and working relationships a) Work closely with the Admin Team Lead for the Administrative Hub to support them in developing and running an efficient and responsive administrative support function. b) Acts as a key point of contact between the service and other corporate support services, such as Estates & Facilities, HR, Finance and Governance for issues such as site visits, processing orders and invoices. c) Communicates with administrative support colleagues in other agencies and health care organisations to organise meetings. d) Liaise and deal in a professional and helpful manner with patients, staff and other departments or agencies by telephone, taking messages, referring other issues as appropriate and answering routine enquires. e) Provide a reception role for the building and supporting the Admin Team Lead with recruitment by photocopying and scanning candidate documents. 3. Main tasks a) Provide administrative support to a number of clinical services, processing referrals, managing patient information, making appointments, writing and managing correspondence. b) Arrange routine meetings and produce, for approval, reports, charts and data analysis as required. Prepare agendas and take minutes of meetings as required. c) Be a point of contact for patients and professionals, providing a route of communication to the clinical teams and share information about the service as necessary. d) Maintain and develop filing systems and information storage for services. e) Assist the clinical services and undertake ad hoc tasks as required. f) Provide support to other members of the Administration Hub, covering workloads and undertake additional tasks as required. g) Process purchase orders and order stationery, IT equipment, uniforms and other items as requested by clinical teams and senior management. h) Record bank workers shifts on Health Roster and finalise where appropriate. 4. Main responsibilities a) Provide a proactive and thorough administration function to clinical teams, managing referrals in, appointments, patient and professional correspondence, frontline communication via phone and email. b) Develop knowledge of primary clinical service, understand and contribute to the development of efficient processes, and able to provide correct information to patients and external stakeholders as necessary. c) Prepare visually appealing reports, documents and letters, and work prepared by others, formatting as required. Draft routine correspondence for approval by Managers and nursing staff, and without reference send out routine correspondence using software packages as appropriate, e.g. MS Word, Excel, PowerPoint and Outlook. d) Organise and maintain databases and processing forms, keeping office systems up-to-date. Devise and maintain efficient filing, clerical and office systems, and provide general secretarial support within the team. e) Provide cover and support within the team to ensure efficient continuation of service. f) Deale with incoming mail, personnel and staff enquiries and deal or re-direct as necessary. g) Maintain confidentiality at all times when dealing with personnel, staff and patient issues and sensitive Trust information. 5. Organisation chart Operational Team Lead Admin Hub Team Lead Team Administrator a) The post holder may have tasks or responsibilities delegated to them, appropriate to their level of competence. They may also be expected to delegate tasks or responsibilities to other staff, as appropriate. b) The Delegation Policy sets out the expectation of staff regarding the safe delegation of clinical care and therapeutic interventions to unregistered practitioners and support workers.