Administrator/Typist

KEY DUTIES To provide administrative support to health professionals within the department and to provide a customer focused service to the users of the clinics, ensuring that services are delivered smoothly and effectively. To act as first point of contact for all client enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. To administer clerical work, including arranging appointments and clinic organisation. To ensure stocks of office supplies and medical equipment via use of the Purchase Ordering system To support the work of panels with respect to all administrative requirementso copy type/audio type medical reports and general correspondence as required. To provide relief cover at other locations as requested by team leader CLINICAL & PROFESSIONAL RESPONSIBILITIES To attend and administer duties relating to panels for children with special needs, ensuring the administrative function is provided in a timely fashion. Liaising with internal services and partner agencies, when necessary, as directed To take part in staffing a central booking system to ensure an efficient approach to appointment management, to include the preparation and arrangement of appointments, including inputting of referrals ensuring all clerical work resulting is dealt with in a timely manner. To carry out general reception duties where required maintaining a neat and tidy reception environment. To display and ensure availability of information resources at reception with an adequate and attractive display to include distribution and collation of all patient surveys. To undertake, independently, routine duties for the team e.g. the booking and sending of appointments, re-organising cancelled appointments, organising referral lists with knowledge of priority level as issued by the team lead To scan records as required and maintain an effective photocopying, filing and archiving system including records management in line with Trust policy. To book clinic and meeting rooms within the premises and keep room availability updated as appropriate To update and maintain clinical diaries as requested, dealing with any related correspondence To deal with all internal/external mail and redistribution to relevant department To prioritise workload to meet agreed timescales. To travel to clinics within the boundaries of St Helens to provide administrative support to the services as delegated by the Team Leader Deal with telephone enquiries and liaise with team members and other agencies, e.g. social services, education staff, parents as necessary. This will involve both written and verbal communication and often requires tact and a reassuring attitude. To work within the office setting and deal with interruptions whilst completing the planned work. To collect and submit data for the Trust within timescales, in conjunction with team leader. To occasionally collate data/audit for teamwork. To report any faults, defects or building defects SAFEGUARDING RESPONSIBILITIES Know about the range of physical abuse, emotional abuse, neglect and sexual abuse. Be able to recognise signs of abuse appropriate to role and what action to take. Know what to do if concerned that a child is being abused. Know about the Trusts local policies/procedures. Understand the importance of sharing information, how it can help and the dangers of not sharing information. Be able to recognise signs of child abuse as this relates to their role. e.g. observe inappropriate parenting, an unusually quiet and withdrawn child etc. Be able to seek advice and report concerns, ensuring that they are listened to.