Team Secretary & Administrator - Jobshop UK Limited : Job Details

Administrator/Database

Temporary 3 months

Band 3

To start in December 2024

37.5 hours per week

Monday to Friday- 9am to 5pm

Based in Cardiff, CF11

Pay rate £12.45 per hour

Free parking on site

Working for the following services for Women and children

Complex Needs & Availability

Early intervention and prevention

Emotional wellbeing & Mental health

DUTIES AND RESPONSIBILITIES

Management of electronic patient records, clinic creation, appointment booking, timely outcoming of appointments, waiting list and caseload management. Oversight of data cleansing to ensure that accurate and up-to-date information is held.

The post holder will be required to undertake the role of supervisor for members of the administrative team and will therefore need to have all the skills and knowledge required of the admin staff. This will include supporting the recruitment, induction and training of staff on administration systems and clinic procedures.

You will manage the shifts, annual leave booking and sickness and absence of admin staff as well as appraisals and any training for admin staff.

To be responsible for the supervision, allocation and checking of work of administrative support staff members on a day to day basis.

General secretarial duties including opening and distributing mail, filing, ordering stationary and photocopying as directed by the team.

Co-ordinate legal requests and child protection procedures within the Care Group in a timely manner.

Undertake audio and copy typing duties associated with medical/client correspondence, discharge and clinic letters along with medical reports.

To make and receive telephone calls, to or from patients, relatives, staff and external organisations, undertaking appropriate action within defined parameters of the role, otherwise recording all relevant messages and passing clear information to the intended recipient. To seek advice and guidance from senior staff on more complex issues.

Clinic co-ordination including booking appointments, assessments and groups/clinics in line with team requirements and maintain appointment ledgers and recall systems on PARIS. Ensure all appointments are outcomed and documentation completed.

Ensure appointment letters, group/clinic invites and other relevant documentation are sent out in a timely manner as well as recorded and tracked via clinical databases.

Maintain up to date patient waiting list and assist in regular reviews and validation as directed by management on a weekly basis.

Action prescription requests as per agreed service protocols.

Advance preparation of room booking, set up and then minute taking of identified meetings/training as agreed with line manager.

To be prepared to temporarily work in a different area from usual base point if required for the continuity of service delivery.

To promote a high-quality approach to patient care in conjunction with the multidisciplinary team.

Previous secretarial / office experience

Experience of working within a patient focused environment

Experience of working within a team

Experience in working with the public

Use of IT, including Microsoft Word & Excel