Team Secretary

Key Task and Responsibilities Undertaking typing to support the Consultants and teams for the provision of required client related reports, letters, discharge summaries etc., including legal documentation, whilst prioritising workload and meeting deadlines. Dealing with incoming correspondence daily, distributing and taking appropriate action as necessary, ensuring urgent items are brought to the attention of professional staff within the team. Dealing with referrals to the service, written, email & E-referrals, according to local procedures. Working as duty admin when allocated on rota Maintaining RIO database ensuring accurate and timely entry of necessary client data Administration of allocation and closure of cases. Implementing and maintaining effective client and systems ensuring client records are kept safe, confidential, up to date and accessible. Processing Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner. Arranging clinic and other appointments using diaries and electronic systems, liaising with other professionals as appropriate and arranging room bookings. Attending and participating in meetings. Minuting meetings, e.g. MDT meetings and professional meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative. Undertaking administrative duties, e.g. diary management, photocopying, scanning, patient reminder calls. Using Hybrid mail to communicate with GPs and clients Using email, intranet, Internet and Microsoft packages as required. Acting as clinic receptionist as required. Providing cover for secretarial/admin staff during periods of leave and sickness Handling both routine and urgent matters using initiative and with minimal supervision. Undertaking any other duties commensurate with the level of the post as required ensuring efficient and effective running of the department/section.