The following are an example of the duties the post holder many undertake. Training and support will be provided: Provide a comprehensive administration support service to include typing of a range of documents Receives and deals with telephone calls for the department and taking appropriate action when necessary To act as first point of contact for all patient and carer enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. Liaising with internal and external services and partner agencies when necessary as directed. To have excellent communication skills and the confidence and skills to talk to people who may have communication difficulties Ensure that all departmental electronic and paper records are correct and up to date, including accurate filing of general documentation and results if (clinical based) Prepare case notes and patient files front sheets/labels/date of clinic/clinician, History sheet, other information as required by individual clinics. Opening, sorting, distribution and dispatch of post The accurate production, editing of, and storing of documents (i.e., letters to clients, patients and GPs (if clinical based) using appropriate electronic systems (such as audio typing) Use of all Trust information and computer systems for day to day processes e.g. e-mails to receive and pass on information, tracking documentation and notes. Deal with enquiries from patients, carers and other health professionals in a courteous and professional manner Contribute and work with the team to ensure adequate cover is in place during periods of leave To carry out general office duties where required, maintaining a neat and tidy office environment Maintain and update waiting list The maintenance of the patient booking system to include the preparation and arrangement of appointments, including inputting of referrals onto the database and sending appointment letters, ensuring all clerical work is dealt with in a timely manner Ensure clinics booked to full capacity as per the agreed clinicians template. Make suggestions as to any modification to ensure smooth running of clinic based on demand. Cancelling and re-booking patients who have had to be cancelled, due to, for example, sickness of clinician Collect relevant data / statistics as requested by staff/managers Collect, populate and submit KPI data on monthly basis Collate and interpret data from various sources (for example, referral information, waiting times etc) as requested by staff and managers To carry out case note audits To contribute to departments audit activity To accept deliveries and ensure these are dealt with promptly; To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy To copy type/audio type medical reports and general correspondence as required To report any faults, defects or building defects to the appropriate team To maintain appropriate levels of stationery stock; to place requisitions onto the Purchase Ordering system To book clinic and meeting rooms To update and maintain clinical diaries as requested To undertake delegated duties commensurate with the banding Where required with the Service to assist in the collation of records packs as directed To attend local service meetings as and when directed by Line Manager Undertake general office duties (photocopying, laminating, binding etc) In addition, the post holder will be expected to carry out any other duties as required, within the remit of their role