Band 3 Higher Clerical Officer

·Be the first point of contact for the service, making and receiving telephone calls to/from service users, liaising with outside agencies and other disciplines, dealing with day-to-day queries as appropriate and recording of telephone encounters for professional team.

·Responsible for ensuring that all new referrals received are registered appropriately and accurately.

·Ensure that when adding patient information / documentation to the system/waiting list, all referral details are correct as this reflects the outpatient waiting times.

·Monitor and validate waiting list workqueues to ensure patients do not breach the agreed waiting time. Issue letters by post and/or via My Care app as appropriate, on behalf of the service, such as waiting list/validation letters and appointment/discharge letters.

·Ensure that the partial booking procedure is adhered to in a consistent manner.

·Ensure that clinic schedules are built, maintained and amended on encompass as required and in a timely fashion.

·To make appointments appropriately, ensuring patients with the same clinical priority are seen in chronological order and review appointments are made as per clinical specification.

·Ensure that clinics are attended on the system in a timely manner and that clinic capacity is utilised, taking action in partnership with the admin and professional manager.

·To liaise with professionals/GP's/other specialists when making appointments.

·To ensure that telephone calls are handled in a courteous/pleasant manner, ensuring appointments are appropriately offered in line with IEAP (Integrated Elective Access Protocol).

·Booking of interpreters and booking of appointments in conjunction with consultant appointments when required.

·Provide clinic lists in advance if required and all necessary information is added and available on the digital record prior to clinic appointments.

·Maintain records both manual and computerised in an accurate and timely way in accordance with local policy and procedure.

·Manage generic email accounts which will include the receiving and sending of emails on behalf of the service. Ensure all other mail is, opened, distributed and re-directed as appropriate.

·Provide clerical support to senior member of staff / professional team. Assist with the word processing of documentation such as letters, agendas, forms, staff planners, duty rota's.

· When requested, schedule appraisals, support team meetings and issue reminders regarding overdue training, making sure effective 'bring forward' systems are in place.

·Collecting and collating statistical information as required in line with targets and PfAs

·Maintaining an adequate supply and ordering of stock/non-stock items.

·Routine filing and maintaining an efficient filing system, including documents saved on shared drives.

·Create, maintain and/or update spreadsheets using the Microsoft Office suite.

·Maintain standards of confidentiality regarding all information held in respect of service users and professional staff.

·Ensure that standards are maintained at all times in accordance with Freedom of Information and Data Protection Act.

·Ensure all office duties are carried out in accordance with local policies and procedures, i.e. data entry,

filing, photocopying and scanning including encompass media manager uploads.

·To meet as part of the community care administrative team regularly and assist with the mentoring of new starts when required.

·Provide cover for other clerical staff within the directorate during periods of absence or excess workload

and be flexible in meeting the needs of the service.

·Maintain petty cash within the team if required

·Undertake any other duties as assigned by Manager to ensure the needs of the department are met