Job Description

Role Overview

To provide a high level of administrative and secretarial support to the Matron and Outpatient Team by providing general administration, nursing, and medical administration in the General Outpatients Core Services Division. To supervise the maintenance and management of the systems and processes required to support the provision of administrative and secretarial services and outpatient services.

Key Responsibilities

• Responsible for administration within Core Services including monitoring the annual leave and absence management of the Registered Nurses and Clinical Support Workers.
• Supply ordering for patients also required.
• To support the accuracy of the General Outpatient clinic allocation by the daily checking of the Clinic Changes Inbox and updating the allocation to reflect clinic activity and clinician’s leave and identifying when additional clinics Urgent Suspected Cancer clinics can run, arranging nursing support, and informing the Service Management team and secretarial team for the specialities.

Duties and Tasks

• Support the General Outpatient team to deliver high quality patient care.
• Act as first contact for calls, emails, and enquiries providing customer service.
• Respond promptly to messages, escalating only where clinical input is required.
• Record clinic changes and maintain accurate outpatient records using systems.
• Provide OPD system support and assist with staff training when required.
• Ensure patient details are accurate and updated promptly including PAS changes.
• Adhere to information governance and data protection policies at all times.
• Communicate with patients using tact, diplomacy, and strong listening skills.
• Produce and update departmental letters and correspondence as requested.
• Liaise with GPs, consultants, and healthcare professionals internal and external.
• Take responsibility for own work maintaining professionalism, confidentiality.
• Undertake duties including scanning, photocopying, and general admin tasks.
• Attend meetings and support service improvement and development.
• Report faults, risks, incidents, and accidents via appropriate systems.
• Escalate maintenance issues, informing estates and line manager promptly.
• Maintain a safe, organised work area, and use resources efficiently.
• Support colleagues and new staff during induction, sharing knowledge.
• Work in line with Trust policies, procedures, and Health and Safety.
• Participate in training to develop skills and support service delivery.
• Provide cover and assist with HealthRoster and staff bookings.
• Ensure duties completed effectively.