Band 2 Admin Support - Community Paeds Child in Care Team

• Provide general administrative and clerical support, including managing telephone enquiries, messages, correspondence, and post.
• Maintain accurate patient and departmental records, including updating information on relevant systems and retrieving documentation when required.
• Support the smooth running of outpatient clinics by preparing clinic lists, managing documentation, and liaising with consultants, secretaries, and booking services.
• Handle confidential documents through scanning, photocopying, filing, uploading, and distribution in line with data protection requirements.
• Assist medical secretaries with routine administrative tasks and correspondence.
• Monitor and maintain departmental supplies, stationery, and clinical documentation stock levels.
• Resolve day-to-day administrative issues and coordinate with relevant teams to ensure efficient departmental operations.
• Contribute to quality assurance activities, audits, and compliance with organisational policies, procedures, and administrative standards.
• Undertake additional duties appropriate to the role as directed by management.

• Answer telephone calls, deal with initial enquiries, and forward calls or messages as appropriate.
• Photocopy, scan, and upload confidential documents, including correspondence that may contain sensitive or distressing information.
• Open, date-stamp, and distribute incoming post, ensuring urgent correspondence is passed to the appropriate person promptly.
• Retrieve and manage case notes and records as required, including for audit purposes.
• Provide consultants and medical staff with clinic lists at the start of each clinic session.
• Liaise with consultants' secretaries and the Central Booking Service regarding clinic cancellations, additions, and amendments.
• Support the smooth administrative operation of the department by resolving routine issues and coordinating equipment and stationery requests.
• Assist medical secretaries with routine administrative tasks and correspondence, including copy typing where required.
• Maintain adequate stocks of clinical documentation and ensure clinic rooms are appropriately supplied.
• Receive, sort, and distribute post for multidisciplinary team members as required.
• Update and maintain accurate patient information on the Patient Administration System (PAS).Monitor and replenish departmental stationery supplies.
• Adhere to divisional administrative standards and participate in audits when required.
• Comply with all Trust policies, procedures, and departmental Standard Operating Procedures (SOPs).Undertake any other duties appropriate to the grade and responsibilities of the post, as agreed with the line manager.

Essential

• Excellent communication skills to relate to both staff and members of the public
• Self-motivated and able to prioritise own workload
• PC skills Windows XP, Excel