Team Administrator | East London NHS Foundation Trust
| Posting date: | 17 May 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £25,147 - £27,596 per annum Inc HCAs |
| Hours: | Part time |
| Closing date: | 16 June 2024 |
| Location: | London, E2 9AG |
| Company: | East London NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6310633/363-CH6310633 |
Summary
Band 4 TEAM ADMINISTRATOR
Full Time Permanent
To provide administrative/secretarial support to the Specialist Psychotherapy Service (SPS) ensuring efficient and smooth running of the service. To work closely with the Lead Administrator and Operational Lead providing an efficient and responsive administrative provision to the service. Be responsible for developing administration systems for the Specialist Psychotherapy Service (SPS) whilst providing day to day administrative support to the team. The post requires the ability to work on own initiative and to liaise effectively with a broad range of professions and to maintain client confidentiality.
To work alongside and to cover, when appropriate, other administration staff across several locations in some instances.
Working as a part of the adminitrative team providing a comprehensive administrative service to the Specialist Psychotherapy Service (SPS).
Undertaking general office duties including: photocopying, collating and binding of documents, filing, laminating faxing as required. To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered. Providing clerical support to all team members.
Providing a front line service working on reception carrying out switchboard duties including answering the telephone, taking messages, transferring calls and dealing with clients who may drop in to visit the clinicians as appropriate. Enuring to communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, 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.
Managing and opening all patient referrals, to maintain a standard filing system ensuring that patient notes, correspondence, questionnaires are kept up to date in line with record keeping policies and ensuring data quality is upheld.
To work flexibly in order that essential priority, tasks are covered and dealt with.
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.
1. To provide a comprehensive administrative service to TheSpecialist Psychotherapy Service (SPS)e. Including processing all reports, correspondence and documentation, and related filing, faxing, and photocopying.
2. To assist with managing and opening all patient referrals
3. To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc are kept up to date in line with record keeping policies
4. To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets etc available for colleagues and service users.
5. To coordinate the collection of and updating of patient information ensuring data quality is monitored and any concerns raised.
6. To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.
7. To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered
8. To provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing as appropriate.
9. To receive regular one to one and team supervision from the Line Manager.
10. As a Team member to work flexibly in order that essential priority tasks are covered and dealt with.
11. 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.
12. To update patient information on files and on IT database systems ensuring data quality is monitored and any concerns raised.
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. As a Team member to work flexibly in order that essential priority tasks are covered and dealt with.
16. To report to the Line Manager any issues that are of concern relating to health and safety of the building.
17. To arrange appointments and bookings as appropriate
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 as appropriate.
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 report to the Line manager any issues that are of concern relating to health and safety of the building.
24. To have excellent verbal, written and communication skills
25. To induct new staff to appropriate filing and administration systems
26. To have the ability to remain calm and sensitive in difficult and stressful situations
This advert closes on Wednesday 22 May 2024