Reports to: Team Lead
Department: AHP Services, Speech and Language Therapy, Occupational Therapy, Nutriition and Dietetics, Orthoptics, Podiatry
Directorate: Primary Care and Older People
Location: Omagh, Enniskillen, Londonderry
Working pattern: Full-time and Part-time (Waiting List)
JOB SUMMARY:
The post-holder will work as part of a team in any one of the above professional areas providing administrative and clerical support to ensure the efficient and effective operation of the team in delivering services to children or adults.
Main duties and responsibilities:
· Effectively deal with telephone calls from patients, relatives, parents/carers, hospital teams, community teams and general practitioners and other individuals or organisations, taking messages, ensuring follow-up and resolving any problems as appropriate.
· Deal with all visitors to the department in a courteous and friendly manner.
· Facilitate communication within the department by liaising with relevant staff, other departments and facilities as necessary, e.g. requesting information, reporting faulty or broken equipment to Estates Services.
· To book appointments for the locality using the departments booking systems, including partial booking, ensuring effective and efficient use of assessment and intervention slots.
· To assist in the collecting and collating of data and statistics, using both manual and computerised systems, to support performance management for the team.
· Prioritise own workload with assistance from the Locality Lead/Team Lead as and when necessary to meet deadlines and targets set.
· To take notes/minutes as required at team meetings/team briefs/ MDT and other reviews i.e. case discussions, statutory reviews.
· Type letters, reports, memorandums and minutes as required. A high level of word processing skills are required and the post holder will also be required to have skills on Microsoft Office software , Outlook , Excel and other packages as and when required. To provide audio/digital dictation as and when required
· Format all reports/letters to be distributed on behalf of the team in a timely manner.
· To support team members in the preparation and distribution of materials and resources required for presentations, training purposes and other events.
· To take responsibility for organisational elements relating to meetings, e.g. booking venues, ensuring equipment is available and resources are prepared.
· Complete stock taking and inventory of equipment and ensure sufficient stationery supplies are available for the team. Order stock and non-stock equipment as and when necessary complying with Trust procedures.
· To attend supervision and appraisal meetings in line with Trust Policy.
· To organise, manage and maintain filing systems both manually and electronically in line with Good Management/Good Records guidelines and office standards.
· General office duties will be part of the role of the post holder i.e. processing of incoming and outgoing mail, maintenance of a tidy and organised office, distributing information as directed, making up files, dealing with queries from staff.
· Assist with induction of new staff as and when required.
· To comply with guidelines and procedures applicable to your service area adhering to all deadlines.
· To consistently contribute towards maintaining a positive environment and good team morale.
· To be responsible for the reporting of faults or risks within the working environment in line with Trust Procedures.
Please download a full job description below for more information
