1. Job overview Providing administration to the busy Tissue Viability Team for Brighton & Hove. Provide a key point of contact for a specialist clinical service, ensuring 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 organising and supporting the team and community nurse-led clinics, processing referrals, managing SystmOne electronic records, handling sensitive/graphic clinical images, ordering and managing specialist wound therapies, managing the general office environment, minute meetings and ensuring that patient records are kept up to date and secure as well as managing any required archiving. 2. Communication and working relationships a) Works closely with the Tissue Viability team to support them in developing and running an efficient and responsive service. Routinely communicates with clinicians and junior administrative support colleagues across the SCFT service. 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, payroll and staffing administration, processing orders and invoices. Develops effective working relationships with administrators and clinicians from other Tissue Viability teams within the service. b) Frequent liaison with patients to arrange new and review appointment times for community Leg Ulcer Clinics and Weekend Wound Clinics. Prepare clear documents using SystmOne for patients and other healthcare professionals. Take minutes as required, keeping records of actions to be completed. c) Explain clinical and non-clinical service information to patients and other members of the public and gives advice on administrative or other corporate procedures. Receive messages and requests for information, respond within procedural guidelines or refer to a manager or clinician if necessary. Arrange and communicate meeting arrangements to Trust colleagues and external partners, for example when coordinating training sessions. d) Some communication can on occasion be challenging with patients and/or carers. 3. Main tasks a) Process clinical referrals for Tissue Viability, Weekend Wound Clinic and the Leg Ulcer clinic referrals from the wider healthcare in Brighton & Hove. Manage the registration of patient into the service and uploading relevant document and photographs to patients records on SystmOne. This can involve exposure to graphic clinical photographs. b) Coordinate joint clinician visits with the referrer and organise these within the clinical teams diaries on outlook and SystmOne. c) Work closely with the Leg Ulcer clinic manager, and the weekend Wound clinic nurse to arrange the appointment system, letters and communication in relation to patients referred into the service for treatment. d) Receive and support callers and visitors to the service. Respond to queries and requests for information within set procedural guidelines. e) Manage patients notes, filing, tracking and archiving for team and community clinics in a secure manner in line with Trust Policy. f) Update teams activities on appropriate systems ensuring data is available in a timely manner for Key Performance Indicators. g) Provide daily Sit Rep for Tissue Viability team(s) when required h) Ensure that complex wound therapies are ordered, invoiced and arranged in a timely manner and check and order stock levels of appropriate clinical equipment. i) Regularly check tidiness and cleanliness of the office environment and takes action to ensure any problems are resolved. j) Report any building or equipment maintenance problems to the Trusts Estates Helpline. k) Organise, book and attend relevant meetings to take minutes or notes. Write up meeting records and distribute to relevant colleagues by agreed date. l) Format letters and reports to a high standard of accuracy and visual attractiveness. m) Manage the Medical Devices and Information Governances processes for the team. n) Ensure incoming or outgoing post is processed promptly and arrange any invoicing for external education sessions generated by the team. o) Place stationery and other office supplies. Ensure requisitions and invoices are checked and approved by an appropriate manager. 4. Main responsibilities a) Manage the referral email system for the Tissue Viability nurses; the Leg Ulcer Clinic and Weekend Wound Clinic referrals from the wider healthcare in Brighton & Hove. Manage the registration of patients into the service, ensuring correct documents received, uploading relevant documents and photographs to patients records on SystmOne. b) Manage the appointment system, letters and communication in relation to patients referred into the community leg Ulcer clinic and weekend wound clinic c) Assist the Team Leader with any review of office or administrative procedures by inviting and collating feedback from clinical and administrative colleagues. Contributes own ideas and suggestions. d) Arrange local team and wider SCFT Tissue Viability meetings as well as deputise for Local Harm Free Care meetings in conjunction with the Senior Locality Lead Nurse. Co-ordinate diaries, book venues and refreshments and distribute papers and other relevant information ahead of and after the meeting. e) Manage and coordinate the Medical Devices and Information Governance needs of the team and assist the Team Leader with audits requested of the service. f) Provide day to day guidance and support on administrative issues and queries. Assist with the recruitment, appraisal and development of new staff within the service. g) Authorised to order stationery and other office supplies as well as complex wound therapies. h) Ensure electronic or paper patient, staff and other service records are filed accurately in an easily accessible system and kept secure. i) To manage any paper record archiving required. 5. Organisation chart Clinical Lead & Operational Team Leader Supervisor Postholder 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. 6. Flexibility a) This job description is intended to provide a broad outline of the role. The post holder may be required to carry out other duties commensurate with their banding and competence.