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Detailed job description and main responsibilities

Knowledge, Skills & Experience

- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy

- NVQ level three in administration or equivalent experience with a appropriate years’ experience in a hospital or office environment

- IT experience of Microsoft Office packages

- IT capable to ensure proficient use of hospital computer systems

- An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls

- Proven organisational skills with the ability to prioritise workload and to work to deadlines

- Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar

- Good interpersonal skills for dealing with people internal and external to the organisation

- Ability to work flexibly within a team

- Ability to work quickly and accurately

- Ability to use own judgement and initiative as appropriate

ÌýSpeciality Specific Support Role

- Receive and direct clinical telephone enquiries to the consultant staff, taking messages where necessary.

- Cover the Andrology Appointment Line on a rotational basis, booking patients for semen analysis testing.

- Take, transcribe and distribute minutes as appropriate

- Typing detailed medical reports for legal use when necessary

- Supporting consultant medical staff by assisting with the production/transcription of medical staffing paperwork, such as references etc.

- Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.

- Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.

- Assist in the maintenance of the consultant clinical notes.

- Completing consultant annual leave and study leave requests and travel claims.

- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g., booking investigations, transcription, etc

- Regularly informing the clinical scientist about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc

- To work as part of a team; working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards

- To cover colleagues during absences/annual/sick leave as directed by the secretary supervisor. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.

- Undertaking routine office duties including electronic note tracking, photocopying, faxing and filing of correspondence and results and maintenance of records.

- Assist in the training and induction for new and existing colleagues

- Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate

- Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.

- Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

Semen Cryo-preservation Service

- Responsible for providing administrative support for the semen cryopreservation facility.

- Responsible for maintaining the patient database; including patient records, tracing and contacting patients and partners, correspondence, reports and audits.

- To be part of the Cryopreservation management team, helping to ensure the continued licensing of the department with the Human Fertilisation and Embryology Authority (HFEA).

- Liaise with the Andrology Laboratory Lead Scientist, Clinical Leads and Oncology Department.

Service Improvement

- Using speciality databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements.

- Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.

- As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.

ÌýInformation Technology

- Fast and accurate keyboard skills.

- Use of telephone systems to answer, transfer and divert he clinical lines.

- Searching for patient data into the electronic patient record system and laboratory computer system.

- Use of a various software packages used in the department e.g., Microsoft Office, Outlook, Document control software, patient tracing systems, Electronic Patient records.

- Setting up, attending and minuting meetings using MS Teams.

- Maintaining andrology appointment database.

ÌýTraining

- Attendance and completion of the hospital induction programme.

- Completion of Pathology induction programme.

- Attendance at the mandatory Trust training programmes.

- Participation in formal individual performance reviews in line with Trust policy, agree annual objectives with the section supervision and review progress against these objectives.

- Undertake training on new IT systems as required.