Environmental Controls Team Administrator

To provide a comprehensive and flexible administration/secretarial service to the multidisciplinary team working in the Environmental Control System Service.

To maintain a comprehensive data base of patients using the service, assessment dates, the equipment provided, maintenance and follow-up dates and deaths.

To liaise with the professionals within the team, contracted companies and patients to organize appointments, and delivery and withdrawal of equipment.

To organise own work and to act on own initiative regarding routine problems and enquiries, (e.g. requests for estates) redirecting enquiries to clinicians or taking messages and seeking advice as required.

1. To produce letters, forms, reports, graphs and edit presentations using Word, Power Point and Excel.

2. To type letters, reports and notes relating to staff and patients that may be sensitive and confidential.

3. To input data to, and access information from, the IT systems used in the Trust. This information will relate to referrals to team, prescription of equipment etc.

4. Manage the referrals system for the Service – including referrals by letter and electronically.

5. Co-ordinate and maintain the electronic diaries, resolving conflicts that occur and prioritising appointments made.

6. To take and reproduce minutes of team meetings which are accurate and concise.

7. To undertake photocopying and scanning as required.

8. To be responsible for files and documentation as required, including patient files, contracts, personal data, and activity data.

9. Take messages from patients and carers, some of which may be urgent, and make judgements regarding urgency of these and how they should be processed, acting accordingly.

10. To post items to patients or other recipients, as required.

11. To book Planned Preventative Maintenance appointments for the team of engineers, as required.

12.Maintain up-to-date information on patient activity, appointments, home visits, entering information onto Trust databases, as required.

13. To book departmental meetings, staff training and supervision sessions, liaising with all parties and arranging times and venues for the year ahead.

14. Arrange routine maintenance and repairs with the Estates Department.

15. Deal with requests for notes from the trust medico-legal department, and to seek authorisation for release of notes from the Service Manager.

16. Ensure adequate stocks of stationary for the team, using the appropriate system to order supplies when required with authorisation from Manger.

17. Be responsible for placing and processing all equipment orders for the team, coding of invoices and processing goods, and highlight any delays in deliveries to the Line Manager.

18. Plan and book visits for the team, ensuring they are zoned appropriately to make best use of time.

19. Perform other administrative duties as required.

20. To collect the data and conduct the report required regularly on activity for NHS England.

1. Communicate effectively with NHS staff, staff from within the Trust and external agencies and third sector workers on a daily basis.

2. Answer and filter telephone calls and emails from staff, external organisations, answering queries and taking action or re-directing as required.

3. Deal with enquiries from patients and relatives, give out non-medical information and use tact and diplomacy when answering queries, some of which may be relating to sensitive matters and may require communicating with patients where there are profound communication difficulties and barriers to understanding.

4. Contact patients to arrange appointments and case conferences in the community, co-ordinating with other service providers.

1. Follow trust, departmental and administration…