You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac. The post holder will be able to utilise judgement skills when efficiently dealing with any queries that are relayed by staff, patients, relatives, and members of the public attending the site/Ward. The post holder will be required to organise own daily work processes and prioritise as necessary. The post holder will maintain records and filing systems, ensuring confidentiality of information/data, and be responsible for the receipt and distribution of mail for the Department/Team. The post holder will maintain and update patient administrative systems and databases efficiently and ensuring accuracy at all times in line with General Data Protection Regulations. The post holder will undertake general office duties such as: Receiving, sorting and franking outgoing mail to be dispatched via the mail collection service. Dealing with frequent telephone calls. Undertaking photocopying as required. Assisting in collecting information for departmental audits as required. Dealing with safe storage of patient valuables if requested. Dealing with requests for ID badges. Liaising with other colleagues/departments as required. Ensuring adequate stationery and stock levels and replenishing items as required. Covering colleagues during time of absence to meet the needs of the Department. The post holder will routinely access UHB IT systems, and be required to use standard keyboard skills to undertake frequent data entry/retrieval of information. The post holder must be able to save all electronic information to the appropriate file, in line with CTMUHB procedures and ensure that all information is maintained in a safe and secure way in line with the General Data Protection Regulation (GDPR). When undertaking ward based duties, the post holder will also be required to resolve appointment issues, retrieve medical records, deal with sensitive correspondence, and will be required to book patients into clinic, check demographic details including telephone numbers, amend notes, clinical systems, addressograph labels as necessary, input appointment outcomes and book necessary follow up appointments in consultation with the patient. The post holder will make judgements to determine and respond to any non-clinical queries, and redirect clinical queries to the most appropriate member of staff in a timely manner. The post holder will work within standard operating procedures, however a degree of initiative will need to be used when working unsupervised or off site. The post holder is expected to adhere to all UHB policies and procedures and be responsible for ensuring they keep up to date with all policies and procedure relevant to their role. The post holder will ensure safe use of all equipment used reporting any faults to the Line Manager. The post holder will ensure all offices/work areas are secure before leaving at the end of the day, and that information/data is correctly and securely stored. The post holder is expected to adhere to the UHB Financial Control Procedures at all times. The post holder will ensure their contribution to saving the UHBs Energy is undertaken by switching off unnecessary lighting, PCs and any other equipment when safe to do so; particularly when the office is unmanned and at the end of each day. The post holder will undertake audits of own work and complete staff surveys as necessary. The post holder will be expected to demonstrate their own duties, to new or less experienced staff within the Team. The post holder will work within the remit of the role using their initiative, but identifying where support and advice is required. All staff are expected to undertake Corporate/Department induction, undergo an annual performance appraisal, attend Mandatory/Statutory training and ensure a personal portfolio of training is kept up to date. The post holder should not be expected to work above the remit of this role and agreed banding, if at any time they feel this is the case they will need to liaise with their Line Manager.