Therapies team administrator

Provide the administrative support for daily/weekly sessions and groups/outpatients Coordinate room bookings for the Pemberton Place area and sharing with relevant departments. Provide secretarial support to the service Manager and participate in monthly team meetings. Take and provide documented copy of minutes of team meetings to attendees within 1 week Receive, coordinate and process telephone calls, emails, record messages and act as an information resource regarding Therapies team within Pemberton Place. To coordinate and provide administration to the volunteer drivers and volunteer group support MonFri 9am-5pm Maintain effective filing and retrieval systems within the department. Be responsible for the filing processes/protocols for new attendees and those no longer attending groups. Coordinate visitors and students to the Therapies team To prepare and maintain electronic diaries for Outpatients appointments/clinics/groups held in Pemberton Place Area. To monitor and record relevant data and alert the manager of any discrepancies. To monitor and administrate projects and their processes related to service delivery. Gather, document and co-ordinate information as required from relevant health, social and voluntary organisations. Input, record and maintain records, data and statistics on the iCare system, in accordance with hospice policies. Produce iCare statistics and reports as required by Therapies Manager. Attend mandatory training as specified by the Hospice. To work closely with Therapies Manager to develop reports and present data. Use processes in place e.g. iCare computerised patient administration system to update any patient activity on same working day. Request and update clinical information as required and be available to assist other system users within the team as required. Inputting up to date information from telephone or face to face discussions and maintaining any change to patient records on iCare. Take messages and give supportive advice to assist attendees and carers, signposting internally externally to health, social and voluntary professionals as appropriate. To keep accurate records of patient status within the service through use of iCare and documentation. Plan and prioritise own varied and demanding workload and impose appropriate deadlines, applying effective time management skills to ensure these are met. Work collaboratively with Therapies manager developing service improvement initiatives, assisting and proof reading documents. Initiate, develop and update relevant documents and processes. To lead and organise the documentation for booking, (where appropriate) Out Patients appointments. To prepare and obtain recent records, ensure availability of up to date relevant paperwork. Responsible for the ordering of any replacement supplies, maintaining office stock equipment, coordinate filing systems and office procedures. Organise, arrange plan new staff induction programmes (as agreed by Therapies manager). Manage internal and external requests to spend time in the department. To organise in timely manner feedback questionnaires and collate any feedback relating to compliments complaints. Inputting team telephone statistics as appropriate. Receive and handle requests by telephone, email for information from individuals, relatives and their carers including health, social and voluntary sector and disseminate the information as appropriate Represent the team at relevant meetings across the services. Liaise as necessary with all external health professionals, hospice staff, volunteers, patients and carers by telephone, e-mail or post, Responsibility to supervise, train and delegate to allocated administrative volunteers working in department.