Clerical Worker Psycho sexual Service

Job overview

We are seeking a dynamic individual to join our administration team within our progressive and specialist Psychosexual Service. The successful applicant will be an integral team member contributing to the efficient and daily running of this busy and exciting service.

Main duties of the job

Essential tasks on a daily basis will be clear and expected as per job description however the successful applicant will also be encouraged to contribute toward dynamic service development, data collection and analysis.

Detailed job description and main responsibilities

• Complete demographic checks on all clients who contact/attend the service ensure all personal details are correct, and where necessary amend the details on the electronic clinic system.

• Ensure waiting area and office is kept tidy and notice boards are kept up to date ensuring that there are adequate supplies of information leaflets available for use.

• Monitor and co-ordinate incoming telephone calls for example to receive and relay messages, to provide basic information as per guidelines when making patient appointments.  To provide non-clinical information in response to routine enquiries.  Dealing with enquiries and personal callers and re-directing medical/clinical enquiries to the appropriate team member.

• To manage patient appointments, letters etc with the dedicated software system ‘Lilie’.

• Record basic and relevant information in a clear and concise manner in the notes section of dedicated software system ‘Lilie’.

• Maintain an effective paperless filing system in a busy demanding environment.

• Maintain a photocopying service, circulating appropriate information/memos to the team as directed.

• Ensure/check patients are texted, to remind them of their appointments in order to reduce the number of DNAs (did not attends) using Lilie SMS texting and bring to the attention of the Senior Receptionist or Administration Manager if texts are not sent.

• Responsibility to submit Family and Friends surveys

• Send out and collect response for monthly post discharge outcome measures

• Attend to mail, redirecting and distributing correspondence as required and as per Information governance directives and TRUST policies. Addressing all daily email correspondence and clearing service bucket email

• Involvement in the management of Team Meeting including formatting the agenda, taking and formatting minutes and distributing accordingly

• Maintain adequate levels of administrative stationery in the office.

• Liaise with other clerical and administration staff as necessary.

• To be vigilant and assist in security of client records and the services locking up procedures.

• Scan letters and client information to the dedicated software system ‘Lilie’.

• Assist in the collection of data for audit purposes.

• To undertake any such duties or responsibilities as directed by the Administration Manager and Service Lead.

• Participate in the maintenance of good relationships, communications and teamwork within the service.

• Ensure good communication links are maintained with medical, nursing and administrative staff throughout the Trust plus other statutory and voluntary settings.

• Adhere to policies and procedures of the trust ensuring Clinical Governance is maintained.

• Participate in the development and trials of new ideas and methods within the service.

• Support and participate in in-service training for newly appointed clerical staff.

• To attend staff meetings, including working groups to assist in the development of the service.

• Keep the Administration Manager informed of any significant changes within the Department for example reporting incidents, accidents or complaints.

• Able to drive to different clinic venues between Lancashire and Blackpool if required.