To prepare documents (letters, memos, reports etc) by copy or audio typing using Microsoft office software, ensuring all policies and procedures are adhered to. To act as the first point of contact for the service and handle telephone and email enquiries from external bodies, Trust staff, clinicians, service users and relatives. The post holder is required to exercise judgment about how to handle such calls in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages when necessary. To ensure effective communication within the team. To prioritise own workload according to service needs and effectively manage conflicting priorities by developing and maintaining systems. To input data to electronic database system/s and/or use database as and when required in line with Trust procedures and protocols. To ensure filing systems are maintained to a high standard and with due recognition of the need for confidentiality and security. To ensure the maintenance of adequate stock levels of stationery and other equipment at all times To act as secretary at meetings, taking and distributing minutes as appropriate. To arrange meeting and training events for the team as and when required. To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency To maintain a diary of activities and/or room bookings to facilitate effective use of resources To liaise with IT Department and other services as and when required for any issues that may occur within the service. To develop and maintain internal and external contact lists. To participate in the induction of new or temporary staff to the team To have an understanding of health and safety and fire regulations and to assist in maintaining a safe environment for service users, staff and visitors to the service, reporting building repairs required to the responsible manager To liaise with domestic services staff to ensure the environment is kept clean and reporting any recurring problems to the responsible manager. This is not an exhaustive list of duties and responsibilities and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.