Team Secretary

To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teamsto errors and problems as they arise. To support team members in being able to access basic information held on My Dashboards and IAPTus. To ensure that all service users patients and visitors are received in a courteous and efficient manner. To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team. To facilitate effective communication within the team by providing team members with messages and information. To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or inperson. To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and Safeguarding Organise meetings including room bookings or video conferencing were possible as required. Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues. To monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly, liaising with the Procurement Team regarding any problems. To ensure that all correspondence and documents are accurately and efficiently typed and dispatched, according to priority, including accurate and efficient copy and audio typing of reports, assessments, case notes, letters, minutes of meetings and other confidential material. To photocopy, scan and fax information, distributing and filing as appropriate. To sort incoming mail, date stamp and distribute as appropriate. To extract information for third parties as appropriate. To maintain waiting lists and provide Information Management with timely monthly returns. To contribute to the development and maintenance of administrative procedures.