Ward Administrator

To ensure that all incoming post is date-stamped and distributed to the appropriate personsand that out-going mail is sorted according to internal, external departments and relevantagencies.2. To receive all incoming calls to the service/team and deal appropriately in a courteous andhelpful manner.3. To deal with a range of queries from the public and other agencies in a polite and helpfulmanner, also by telephone and face-to-face encounters, seeking advice and guidance fromTeam Administration Lead.4. To take and promptly pass on accurate notes and information, exercising independentjudgement and discretion when handling, monitoring and filtering calls within data protection,customer care and confidentiality guidelines.5. To ensure that calls from anxious and distressed patients and carers are dealt withappropriately and referred to the correct system internally.6. To manage the diary and appointments system, clinic lists and inform clinicians of theirappointment arrivals.7. To ensure that staff have updated the appointment system.8. To co-ordinate and oversee room bookings and report any problems as appropriate.9. To type correspondence such as letters, reports using digital dictation when required.10. To book interpreters and translators for clients appointments and monitor confirmation ofbookings and action as appropriate.Page 2 of 711. To ensure there is an adequate supply of all forms and adequate stationery supplies,letterheads, information leaflets, appointment cards etc. available for colleagues and serviceusers.12. Receive and manage referrals into the service, and discharges13. To update patient information on files and on IT database systems, including Rio ensuringdata quality is monitored and any concerns raised.14. To undertake general office duties including: photocopying, collating and binding ofdocuments, laminating, etc. as required.15. To provide administrative support to service/team for presentations including setting up ofequipment, providing handouts and refreshments as appropriate16. To ensure that office equipment is maintained and reported for repair as necessary and thatthe office, reception area and waiting room is kept clean and tidy at all times.17. To receive regular one to one and team supervision from the Team Administration Lead18. As a service/team member to work flexibly in order that essential priority tasks are coveredand dealt with.19. To use information technology for a range of purposes.20. To report to the Team Administration Lead any issues that are of concern relating to healthand safety of the building.21. To have excellent verbal, written and communication skills22. To induct new staff to reception, filing and administration systems23. To have the ability to remain calm and sensitive in difficult and stressful situationsPERSONAL DEVELOPMENT24. To undertake professional and personal development as agreed with line manager andparticipate in regular supervision and appraisal.25. To attend appropriate IT and administrative training courses.26. To attend staff, administration and team meetings.27. Adopt and implement agreed service developments in line with the Directorate and Trustobjectives28. Responsible for own personal developmentNOTE29. The duties and responsibilities outlined in this job description although comprehensive are notdefinitive and you may be required to perform other duties at the request of your manager.30. This job description is designed to reflect duties currently incorporated in this post. Thesemay change in the light of changes in the service provided by the Trust. Any such changeswill be fully discussed with the post holder. Job description Job responsibilities To ensure that all incoming post is date-stamped and distributed to the appropriate personsand that out-going mail is sorted according to internal, external departments and relevantagencies.2. To receive all incoming calls to the service/team and deal appropriately in a courteous andhelpful manner.3. To deal with a range of queries from the public and other agencies in a polite and helpfulmanner, also by telephone and face-to-face encounters, seeking advice and guidance fromTeam Administration Lead.4. To take and promptly pass on accurate notes and information, exercising independentjudgement and discretion when handling, monitoring and filtering calls within data protection,customer care and confidentiality guidelines.5. To ensure that calls from anxious and distressed patients and carers are dealt withappropriately and referred to the correct system internally.6. To manage the diary and appointments system, clinic lists and inform clinicians of theirappointment arrivals.7. To ensure that staff have updated the appointment system.8. To co-ordinate and oversee room bookings and report any problems as appropriate.9. To type correspondence such as letters, reports using digital dictation when required.10. To book interpreters and translators for clients appointments and monitor confirmation ofbookings and action as appropriate.Page 2 of 711. To ensure there is an adequate supply of all forms and adequate stationery supplies,letterheads, information leaflets, appointment cards etc. available for colleagues and serviceusers.12. Receive and manage referrals into the service, and discharges13. To update patient information on files and on IT database systems, including Rio ensuringdata quality is monitored and any concerns raised.14. To undertake general office duties including: photocopying, collating and binding ofdocuments, laminating, etc. as required.15. To provide administrative support to service/team for presentations including setting up ofequipment, providing handouts and refreshments as appropriate16. To ensure that office equipment is maintained and reported for repair as necessary and thatthe office, reception area and waiting room is kept clean and tidy at all times.17. To receive regular one to one and team supervision from the Team Administration Lead18. As a service/team member to work flexibly in order that essential priority tasks are coveredand dealt with.19. To use information technology for a range of purposes.20. To report to the Team Administration Lead any issues that are of concern relating to healthand safety of the building.21. To have excellent verbal, written and communication skills22. To induct new staff to reception, filing and administration systems23. To have the ability to remain calm and sensitive in difficult and stressful situationsPERSONAL DEVELOPMENT24. To undertake professional and personal development as agreed with line manager andparticipate in regular supervision and appraisal.25. To attend appropriate IT and administrative training courses.26. To attend staff, administration and team meetings.27. Adopt and implement agreed service developments in line with the Directorate and Trustobjectives28. Responsible for own personal developmentNOTE29. The duties and responsibilities outlined in this job description although comprehensive are notdefinitive and you may be required to perform other duties at the request of your manager.30. This job description is designed to reflect duties currently incorporated in this post. Thesemay change in the light of changes in the service provided by the Trust. Any such changeswill be fully discussed with the post holder.