The successful applicant will be an NHS employee and may therefore have contact with vulnerable service users. During the COVID-19 pandemic, it has been necessary to take significant steps to protect the health and safety of our staff, service users and those attending our sites. In order to comply with our duty of care, we require our staff to have the COVID vaccine and we will ask for proof of vaccination during the recruitment process. Vaccination will be a condition of employment unless an exemption applies.
You will be required to work in a busy and demanding environment and should be able to work without direct supervision and to exercise initiative.
- To ensure that all incoming post is date-stamped and distributed to the appropriate persons, and that out-going mail is sorted according to internal, external departments and relevant agencies.
- To receive all incoming calls to the Service and deal appropriately in a courteous and helpful manner.
- To deal with a range of queries from the public and other agencies in a polite and helpful manner, whilst working in reception also by telephone and face to face encounters, seeking advice and guidance from Team Secretaries or Operational Manager.
- To take and promptly pass on accurate notes and information, exercising independent judgment and discretion when handling, monitoring, and filtering calls within data protection, customer care and confidentiality guidelines.
- To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
- To manage the diary and appointments system and inform clinicians of their appointment arrivals.
- To ensure that staff have filled in their diary and updated the appointment system.
- To co-ordinate and oversee room bookings and report any problems as appropriate.
- To type correspondence when required. Including letters, medical notes, and tapes.
- To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
- To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc are kept up to date in line with record keeping policies.
- To open, close and archive and file patient files as appropriate in line with recording keeping policies.
- To book interpreters and translators for client's appointments and monitor confirmation of bookings and action as appropriate.
- To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc available for colleagues and service users.
- To update patient information on files and on the RIO system ensuring data quality is monitored and any concerns raised.
- To undertake general office duties including photocopying, collating, and binding of documents, filing, laminating faxing etc as required.
- To provide administrative support to Specialist Psychotherapy Service for presentations including setting up of equipment, providing handouts, taking minutes, and providing refreshments as appropriate.
- To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times.
At ELFT you will be studying towards a Business Administrator Apprenticeship Level 3 over the course of 18 months.