Team administrator | East London NHS Foundation Trust
| Posting date: | 17 May 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £30,279 - £33,116 per annum |
| Hours: | Part time |
| Closing date: | 16 June 2024 |
| Location: | London, E9 6AT |
| Company: | East London NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6314324/363-CH6314324 |
Summary
Band 4 TEAM ADMINISTRATOR
An opportunity has arisen to recruit an experienced Band 4 Team Administrator to support the admin provision to the City and Hackney Neighbourhood Team.
We are looking for an enthusiastic and experienced individual who can demonstrate a ‘can do’ attitude, with a passion to be working within the adult mental health setting and who can provide a second to none service across the department/s.
The post holder will report to the lead administrator and work closely with them and the community admin manager.
We are looking for a proactive, enthusiastic and hardworking individual to ensure the smooth delivery of our service/s. This is a very busy department with many elements and is ideally suited to a responsive and resilient team player who seeks continuous improvement in the service. You will have proven experience working as an administrator in an NHS setting, excellent communication skills, excellent time management, strong organisational skills and a high level of attention to detail.
All personal statements should begin withthree bullet pointsexplaining why you think you would be suitable for this post. Please note that applications that do not have these points will not be shortlisted for interview.
Assist with the processing of referrals. Adhering to local and trust procedures, whilst maintaining data quality at all times.
Provide a comprehensive administrative service to the team, including processing all correspondence and documentation and scanning into electronic case notes.
Maintain the patient record system RiO and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
Book interpreters, translators, and rooms for client appointments and monitor confirmation of bookings and action as appropriate.
Take minutes of clinical meetings.
Undertake general office duties including: photocopying, collating, filing, laminating, etc., as required.
Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
JOB TITLE:
Administrator
BAND:
Band 4
DEPARTMENT:
DIRECTORATE:
City & Hackney
REPORTING TO:
Team Lead Admin
ACCOUNTABLE TO:
Head of Administration
JOB SUMMARY
To work closely with the admin manager to provide administrative support to the Neighbourhood Team service, ensuring an efficient and smooth running of the department. The post requires the ability to work on one’s own initiative, to liaise effectively with a broad range of health care professionals, and maintain client confidentiality.
To work alongside and to cover, when appropriate, other administration staff across several locations in some instances.
Key Responsibilities
1. To assist with the processing of referrals. Adhering to local and trust procedures, whilst maintaining data quality at all times.
2. To provide a comprehensive administrative service to the team, including processing all correspondence and documentation and scanning into electronic case notes.
3. To maintain the patient record system RiO and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
4. To book interpreters, translators, and rooms for client appointments and monitor confirmation of bookings and action as appropriate.
5. To minute take clinical meetings.
6. To undertake general office duties including: photocopying, collating, filing, laminating, etc., as required.
7. To provide administrative support for presentations including setting up of equipment, providing handouts and refreshments as appropriate.
8. To develop and maintain information-gathering systems for the team, and as required, to prepare reports and audits from the data gathered.
9. To provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing.
10. To receive regular one to one and team supervision from the line manager.
11. As a team member, to work flexibly in order that essential priority tasks are covered and dealt with.
12. To ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary and that the office is kept clean and tidy at all times.
13. To undertake the in-putting of activity data on to the appropriate information systems, and to assist in the collation of statistical information for the purpose of contract and quality monitoring.
14. To participate in activity monitoring and basic audit as required.
15. To liaise with Estates and Facilities regarding facilities used by the service.
16. To report to the line manager any issues that are of concern relating to health and safety in the building.
17. To arrange appointments and bookings.
18. To communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, or on the telephone.
19. To provide reception and switchboard duties including answering the telephone, taking messages, transferring calls and dealing with clients who may drop in to visit the clinicians.
20. To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible.
21. To deal sensitively with service users or their carers/relatives who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member.
22. To use information technology for a range of purposes.
23. To have excellent verbal, written and communication skills.
24. To induct new staff to appropriate filing and administration systems.
25. To have the ability to remain calm and sensitive in difficult and stressful situations.
Main Duties and Responsibilities
Administration
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Job Description Agreement
This job description is intended as a guide to the main duties of the post and is not intended to be a prescriptive document. Duties and base of work may change to meet the needs of the service or because of the introduction of new technology. This job description may be reviewed from time to time and changed, after consultation with the post holder.
This advert closes on Thursday 23 May 2024