Job Description

Service user contact referred to in this Job description will only apply when working within a clinical area. The post-holder will: Under the supervision/direction of the Administrative Supervisor, within a delegated framework for agreed tasks, be aware of and able to undertake the basic, routine admin/communication requirements of the service. Provide a confidential service to clinical/support services, in an efficient manner. Follow and ensure the service is provided in accordance with well-established policies, procedures, protocols and guidelines and service delivery plans.

Demonstrate knowledge of the service to enable the post holder to contribute and inform decision making within the service. May work within clinical environments where basic conflict resolution may be required. Work flexibly to meet the needs of the service. Develop and maintain good working relationships by being flexible, adaptable, polite, positive and empathetic providing and receiving routine information.

Work with sensitivity and have an understanding of the service and issues experienced by users. Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Respond to others communication difficulties. Assist in ensuring the service experienced is positive and service user confidentiality is maintained at all times.

Treat everyone eg, service users, their relatives, visitors, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values. KEY RESULT AREAS: Service provision: To assist the department with routine office duties, appropriate to the role, for example: Word processing of correspondence /reports/ other documents accurately via copy or audio. To take and transcribe notes. Dealing with telephone calls/ messages.

Photocopying/ Scanning/ Filing. Receiving visitors/Reception. Monitor and maintain department stationery supplies. Reporting faults.

Mail handling. Arranging meetings, hospitality, venues, distributing agenda/notes. Managing diaries. Maintain databases.

Demonstrate duties to new starters. Provide cover for other members of the team. Deliver excellent levels of service and address or report to the Administrative Supervisor, in a timely manner, when these standards have not been met. Support the Administrative Supervisor as required.

Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services. Work within defined parameters, prioritise own tasks and respond to peoples needs. Refer and seek guidance/supervision on issues outside of post holders level of competence or authority. Help to promote an open, welcoming, person-centred culture seeking feedback from users of the service to aid service improvement .

Produce clear and accurate written correspondence as appropriate to the role, using competent IT skills, accurate data inputting and use of Trust Intranet and Internet as required. Maintain accurate documentation. Use appropriate documentation/systems in accordance with local and Trust standards. Please view the full in the supporting documents.