Role Overview

The post holder will assist in providing an effective administrative service across all services in the building to support the clinical functions of the Trust. Collaborate with colleagues, service users, and stakeholders to offer efficient clerical support.

There is no sponsorship for this role. Interviews are in Blackpool (face to face only). Please apply early as this vacancy may close early due to popularity.

Key Responsibilities

• Provide a high-quality administration service to ensure the smooth operation of a diverse range of clinical services from various sites within a business unit.
• Flexibly work within the administration team to deliver a wide range of services to clinicians, team leaders, and clinical managers as appropriate.
• Offer a high-quality customer care first point of contact service via telephone, email, written correspondence, and face-to-face interactions. This may include delivering reception, patient admissions, and/or telephone helpline services, as well as supporting clinicians in coordinating their clinical workload.
• Competently use various computer systems for maintaining departmental/patient records, data, and statistics required by clinical services.
• Contribute to and influence the development of administration services by collaborating with colleagues and management to form a clear and coherent vision. Continuously review and evaluate administrative systems, procedures, and associated policies to facilitate improvements and advancements.
• Support clinical services with administrative tasks: data processing, typing, minute-taking, agenda preparation, filing, photocopying, scanning.
• Serve as non-clinical contact for patients and visitors, manage inquiries and concerns, and refer them to relevant staff.
• Handle unexpected events at the site/front office.
• Triage calls, respond or forward messages based on urgency.
• Retrieve and forward telephone messages from staff.
• Manage mail collection and distribution promptly.
• Ensure the smooth function of the site, set up rooms for various uses.
• Book, cancel, and rebook appointments for clinical services, update patient details.
• Schedule appointments in clinician diaries.
• Prepare clinical documentation, liaise with various departments for patient information, maintain records.
• Participate in annual archiving of clinical records, aid transition to digital storage.
• Manage data from IT systems, liaise for service efficiency.
• Perform specific administrative tasks using senior administrator processes.
• Collect and distribute informational materials for clinical teams.
• Manage own workload, support colleagues, prioritize tasks, seek guidance when necessary.
• Train and assist new staff, participate in policy reviews and implementation.