POAC CRD Administrator - (ROH INTERNAL APPLICANTS ONLY)

The post holder is part of the Pre - Assessment Team and is responsible for providing a comprehensive secretarial /administrative service to the Clinical Review Room in the Pre-operative Assessment Unit working in conjunction with the CRD Nurse to ensure a robust system is in place for the reviewing of patient's notes. The role will also involve cover for the main reception desk and 72 hour call for annual leave and sickness., + Provision of confidential professional administrative support to the POAC service including
-opening and prioritising correspondence for the team
-opening and actioning e-mails as necessary
-dealing with and directing patient queries appropriately
-utilising PAS to record all activity
-ensure efficient filing systems are in place and kept up to date
-maintaining and manipulating databases
+ To act as point of enquiry for the POAC team, responding to internal and external enquiries as appropriate.
+ To assist in the efficient running of the CRD room and provide efficient and effective support in all aspects of the team function.
+ To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries.
+ Input and look up data on Trust IT systems in accordance with Trust policy.
+ To assist colleagues as directed by line manager in times of pressure of work.
+ Ensure that Synopsis is correctly inputted, updated and actioned where appropriate each day.
+ Creating cancellation letters and sending to patient and GP.
+ Contacting GP's/Hospitals for patient information in relation to their up - coming surgery to ensure they are fit within an appropriate timescale.
+ Monitoring POACADMIN and POACAPPOINTMENTREQUESTS inboxes.
+ Line management of Band 2 administrators within POAC in the absence of the CRD Supervisor/Team Leader.
Please see the attached Job description for the full duties., + Provision of confidential professional administrative support to the POAC service including
opening and prioritising correspondence for the team
opening and actioning e-mails as necessary
dealing with and directing patient queries appropriately
utilising PAS to record all activity
ensure efficient filing systems are in place and kept up to date
maintaining and manipulating databases
+ To act as point of enquiry for the POAC team, responding to internal and external enquiries as appropriate.
+ To assist in the efficient running of the CRD room and provide efficient and effective support in all aspects of the team function.
+ To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries.
+ Input and look up data on Trust IT systems in accordance with Trust policy.
+ To assist colleagues as directed by line manager in times of pressure of work.
+ Ensure that Synopsis is correctly inputted, updated and actioned where appropriate each day.
+ Contacting GP's/Hospitals for patient information in relation to their up - coming surgery to ensure they are fit within an appropriate timescale.
+ Ensuring the correct ordering of blood for patients before their surgery.
+ To undertake administrative tasks as specified by the POAC team to ensure the smooth running of their areas of responsibility.
+ To ensure communication is the key part of the whole CRD process.
+ To ensure that messages are taken (where appropriate) and delivered promptly and accurately.
COMMUNICATION
+ Liaise with staff and service users.
+ Provide excellent telephone skills, accurately record telephone messages and other enquiries, and refer as appropriate.
+ Provide effective communication and problem solving both face to face and via telephone.
+ Be sympathetic and sensitive to requirements of staff, service users when communication by telephone or face to face, including dealing with difficult situations e.g. aggressive or demanding behaviour.
+ Attend admin team/departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively.
ANALYTICAL and JUDGEMENTAL SKILLS
+ Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision
+ Ability to recognise situations that should be referred onto line manger and take prompt and appropriate action.
PLANNING and ORGANISATIONAL SKILLS
+ Organise own day to day work tasks showing ability to prioritise in order to achieve set timescales.
+ Undertake work that has been prioritised by line manager.
RESPONSIBILTY for STAFF
+ Participate in the introduction and training of all new members of staff.
+ Demonstrate own activities to new / less experienced staff.
Please see attached Job Description for full details.
RESPONSIBILTY for INFORMATION
+ Be responsible for confidentiality in line with Trust policy and procedures.
+ Accurately input data using a variety of Trust IT systems in a timely way. Strictly adhere to Caldicott and the Data Protection Act.
+ Ensure all information held is kept up to date.
+ Shred and destroy confidential documentation in line with Trust policy.
RESEARCH and DEVELOPMENT
+ Undertake surveys and routine audits of own work as and when required.
This job description is not intended to be a complete list of duties, but is expected to act as a guide to the main areas of key responsibility and as such will include any duties appropriate to the role. This job description may be reviewed and revised where appropriate.is not an exhaustive list of duties and a regular review will take place with the post holder as part of their ongoing development and performance management.
The post holder will undertake other duties as may be required to achieve the Trust's objectives, commensurate with the grading of the post.
You must undertake annual appraisal and develop personal development plans for all staff for whom you have line management responsibility.
STAFF ENGAGEMENT
To engage with all staff on the design and delivery of services. This means listening to and involving staff in decisions that affect them and the service that they provide.

The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.
Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.
The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.
We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.
The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.