- To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.
- To support team members in being able to access basic information held on My Dashboards and Pulse
- To ensure that appointments are booked for clinical staff and discharges are completed in a timely fashion.
- To be responsible for ensuring referrals to the teams are processed on the day received.
- To facilitate effective communication within the team by providing team members with messages and information.
- To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone.
- To support the administration of multi-agency meetings, panels, Safeguarding Meetings and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.
- To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and Safeguarding Organise meetings including room bookings or video conferencing were possible as required
- Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security,
- To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
- To have the need for confidentiality of service users and professional information
- Photocopy/fax/scan/email as requested by other members of the team
- To implement Trust and team policies/procedures and propose changes to practices if necessary. Person Specification
- Demonstrable experience of administrative & secretarial work
- Experience of working within a multi-disciplinary team
- Front line customer service experience
- Experience of working in NHS setting or similar large organisation
- Experience of using computerised databases
- Experience of community working
- NVQ Business Administration level 3 or willingness to work towards achieving it
- ECDL or willingness to work towards achieving it
- GCSE English or equivalent
- Evidence of continuing professional and personal development
- Evidence of continuing education
- Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to calmly work under pressure
- Increased organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
- Excellent communication and interpersonal skills
- Ability to provide secretarial support for meetings organising, booking rooms, minute taking
- Knowledge of our business and how it supports patient care
- Knowledge of computerised patient databases
- Knowledge of mental health issues
- Intermediate Microsoft Excel skills
- Audio typing skills
Administrative Team Secretary - Mitcham, United Kingdom - South West London and St Georges Mental Health NHS Trust
Description
Job summary
An exciting opportunity has arisen for a Band 4 Team Administrator to join the Morden Recovery and Support Team. If you are passionate about impacting positively on the lives of people with severe and enduring mental illness in a community setting, then this could be the perfect job for regard the Administrator as the backbone of the team, so the successful candidate can expect a warm, supportive and encouraging work RST works with working age adults between 18 to 75 years, who have experienced severe and enduring mental illness. The Morden Recovery and Support Team works collaboratively with clients, their carers and networks with the aim of minimising the impact of mental disorder has on their lives. The team is made of integrated health and social care professionals. We work in close partnership with GPs, Housing, Police and other key partners, including voluntary RST is a stable and cohesive team built on mutual trust, collaboration, teamwork and support. This largely explains our stability and very little or no turnover. Successful applicants will work as part of a Multidisciplinary Team and as part of a Hub of Administrators.
Main duties of the job
We are looking for an enthusiastic and self-motivated employee who has the ability to work autonomously and within an Admin hub. You will be able to problem-solve independently, but who can also take direction from the Office Manager, and work as an integrated member of the team.
This essential role provides crucial support to the team in receiving and opening referrals. You will need to be able to prioritise your daily workload to ensure all correspondence, appointments, clinics and telephone calls are dealt with in a timely manner. Part of your role will be to assist the Team in monitoring performance related indicators via Dashboard to ensure RiO has up-to-date information. You will coordinate client lists for quarterly GP Liaison Meetings by extracting information from the Trust database. Attending monthly business meetings and minute taking is required.
The successful candidate will be able to sensitively, but confidently deal with clients who may be calling up in a psychiatric crisis, so a confident and empathic personality and telephone manner is vital. As you will also be dealing with major stakeholders GP surgeries, a professional manner is essential to continue to positively represent the team to the wider community.
About us
We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive.
Come and join our inclusive teams and help our patients on their recovery journey.
Job descriptionJob responsibilities
Experience
Essential
Desirable
Training & Qualifications
Essential
Desirable
Knowledge & Skills
Essential
Desirable