Job responsibilities Communications and Relationships Advise the Head of Department as to the alterations needed to the ensure effective running of the falls and syncope service. Advise the Information Department on the type of reports required for the Trust and confirming and explaining the data produced. Discuss all aspects of work required / completed with the Head of Department and teams named, advise on errors and influence future strategies for data extraction. Communicate electronically, accurately with the all employees who require aspects of the services named. Communicate generally regarding aspects of availability of the Head of Department and members of the teams Knowledge, Skills, Training and Experience Previous clerical experience within a busy environment European Computer Driving License or equivalent experience Advanced keyboard skills RSA 2/3 or equivalent experience Advanced working knowledge of Excel spreadsheet program Able to work effectively to meet project aims with limited supervision. Motivated self-starter with excellent organisational skills evident from previous positions held Strong verbal and written communication skills evident from positions held Strong analytical skills evident from previous positions held Ability to work under pressure and achieve results through learning on the job and support of Team Leaders Proven team player evident from previous positions held Analytical Skills Proven problem solving and decision making evident from previous positions held Planning & Organisational Skills Planning and organising meetings, checking participants diaries, booking rooms, booking refreshments, minute taking, producing and distributing finalised minutes, organising presentation equipment Arrange meetings, external visits and larger venues. Physical Skills Advanced keyboard skills Patient/Client care Incidental patient/client contact Financial & Physical Resources Order and monitor the use of office resources Check stock and order more supplies Check, chase and confirm the receipt of goods. Complete appropriate documentation and record any problems. Responsible for arranging/repairing/installing the physical office assets Human Resources Provide specialist advice and education with regards to complex database processes and report formats. Information Resources Demonstrate competence in the use of Microsoft and other computer software Generate data for service development within the strategic plan. Identify and agree the questions/issues to be addressed by the data/information Assist Head of Department in identifying the nature of the data collected Effectively use appropriate methods and sources for obtaining and recording the data/information Collate and analyse the data within timescales Generate reports quickly and efficiently as requested Create and maintain databases for personnel issues, general office recording, mandatory training, Manipulate Excel spreadsheets for information outside of working area and outside of Trust Create and manipulate Excel spreadsheets for use Trust wide Set up and maintain records and enter data Maintain quality management of data input of team Actively assist the Information Department and IT Department to reconfigure software for the services names Format and create documentation to be used within the department Manage all telephone, fax, email and written enquiries Develop and manage systems to enable the Head of department to work efficiently and effectively Accurately record, store and retrieve information in relation to absence, mandatory training, agenda and minutes of meetings, templates and miscellaneous information. Policy & Service Development Develop role of administrator for the falls and syncope service Propose protocols and procedures for use in office management which impact in own area and beyond Contribute to the promotion of the role Research & Development Make a positive contribution to the development of the services name Be the main link between IT and Information Department, understanding each side of the data. Liaise with the Software Developer for any new projects Contribute to frequent audits as requested. Freedom to Act Manage and prioritise own workload supported by Head of Department and the teams. Provide specialist advice within own designated area Provide fast and efficient secretarial support to the Head of Department Provide effective and efficient clerical support to the named teams. Maintain excellent communication links with Head of department, Director of Nursing, Service teams, Information Department, and IT Department. Participate in whole team discussion at regular meetings to further develop the effective running of the services name.