Secretary/ Administrator inHaywarda Heath inHaywarda Heath PUBLISHED 26 DEC 2023

• To undertake general office duties including photocopying, faxing and distribution of documents as required and opening and distributing of post

• To deal effectively, sensitivity and diplomatically with incoming calls both internal from NHS staff and external from the public and outside professionals, taking accurate information

• To be able to work unsupervised and prioritise workload on a day to day basis, liaising with other team members to ensure continuity of service at all times

• Undertake any other duties necessary in the interests of the service and to raise concerns where necessary which may affect efficient provision of service.

• To use SystmOne patient electronic system to manage tasks and ensure accurate electronic patient records are maintained. This will include scanning documents and booking patients onto clinical rotas training will be given and the level of using SystmOne will be commensurate to your role

• Be aware in the CDC environment of volatile situations and how to manage in the confines of your role and how to escalate

Providing a comprehensive and efficient Secretarial/Administration service for Child Development Centre medical/clinical staff. This involves audio typing of medical letters, statutory medical and clinical reports, documents, forms, witness statements and other correspondence as required which includes using medical terminology.

• This will include confidential child protection reports within required timescales, with accuracy. Ensuring a timely dispatch of outgoing post.

• To produce and check correspondence and medical reports that are visually attractive and of a high standard of readability using Microsoft Office

• To book clinics for new referrals, follow up appointments and joint multi-disciplinary assessments, and ensure that complete and up to date medical notes are available for each patient if required

• Ensure follow up appointments are recorded via patient electronic system (SystmOne) within the timeframes dictated by statutory guidelines

• Deal with correspondence and telephone queries for medical/clinical staff as required, maintaining efficient records are recorded appropriately via patient electronic system (SystmOne)

• To receive emails, telephone enquiries and visitors regarding appointments, meetings and queries taking any necessary action by passing on accurate messages or resolving issues appropriate to your role

• To undertake task management on the patient electronic system (SystmOne) as required

• liaise with the Centre Co-ordinator/Clinical Services Manager regarding complaints and queries received by phone or electronically

• You will be required to take notes/minutes at local team meetings and transcribe them

• Collate and present data/information as requested, using agreed systems and formats

• To participate in supporting service development for the Child Development Centre Service

The Child Development Centre are looking for a part time Secretary/Administrator. The successful candidate must be professional, enthusiastic, organised and work well in a team environment.

he successful candidate will be responsible for undertaking a wide range of secretarial and administrative duties. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members to organise appointments.

Typing letters, reports and documentation as required. Liaising with external agencies. Ensuring referrals are processed efficiently. Manage all enquires in an effective manner. Support all clinical staff with general administrative tasks as requested.