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    Team Administrator - London, United Kingdom - Barnet Enfield and Haringey Mental Health NHS Trust

    Barnet Enfield and Haringey Mental Health NHS Trust
    Barnet Enfield and Haringey Mental Health NHS Trust London, United Kingdom

    1 week ago

    Default job background
    Full time
    Description

    Job overview

    To provide high-quality reception, front of house, clerical and administrative service to patients, service users, carers and anyone who access the Trust services.

    To welcome clients and visitors to services in a professional manner.

    To monitor the Reception area, ensuring that Clinical and Doctors are informed of their client's arrival promptly and that waiting times are kept to a minimum.

    To deal with issues that arise appropriately, including enquiries or complaints from members of the public and clients. Where appropriate refer to another member of staff, ensuring that no issue is inappropriately delayed in being actioned because of the absence of the management team.

    The post holder is expected to establish and maintain positive interpersonal relationships with other staff members characterised by trust, mutual respect, open and honest communication.

    Internal Relationships

    • Service Manager
    • Consultants / Doctors / Nursing staff / Psychologists and other clinical team members
    • Allied Health Professionals such as Physiological / Occupational Therapist
    • Other administrative staff within team and other services and wards
    • Social workers
    • IT department and other internal departments

    External Relationships

    • Transport provider
    • Interpreters
    • Suppliers
    • Local Authority
    • GP surgeries
    • Trusted referrers
    • CCG
    • Other NHS Organisations

    Main duties of the job

    To provide a high-quality reception and front of house administrative service.

    To provide a high-quality administrative and clerical service to the service, service users, patients, carers and anyone who access the Trust services.

    The post holder will be required to use their own initiative in all aspects of administrative and clerical work to efficiently prioritise work and meet deadlines, as the service requires.

    The post holder's duties will include maintaining appointment's diary; booking, cancelling and re-scheduling appointments; typing of letters and reports; taking and transcribing minutes at meetings as necessary.

    The post holder will provide a high-quality record keeping service and comply with data quality and record keeping policy.

    The post holder will be required to liaise effectively with internal and external agencies.

    The post holder will be an active member of and contribute to the effective and efficient administrative operation of a multi-disciplinary team / service.

    Working for our organisation

    The partnership between Barnet, Enfield and Haringey Mental Health NHS Trust (BEH) and Camden and Islington NHS Foundation Trust (C&I) is going from strength to strength since it was originally established in 2021 forming the North London Mental Health Partnership.

    Why choose to join the Partnership?

    • We believe that by working together, our two Trusts can achieve more for the residents of North Central London and our patients than we can by working apart.
    • Deliver the best care using the most up-to-date practise in supporting those with mental health illnesses.
    • Transforming and creating a positive environment for our service users, staff and visitors.
    • Creating and working together to become a great place to work for all our staff.
    • We offer flexible working, a wide range of health and wellbeing initiatives, NHS Pension and so much more.
    • Generous Annual Leave Allowance
    • NHS Discounts in a large variety of retail stores and services.
    • We have excellent internal staff network support groups.

    Detailed job description and main responsibilities

    Please refer to the JD/PS

    • The post holder will encompass regular liaison regarding the maintenance of the appointment's diary, typing of letters and reports, taking and transcribing minutes at meetings as necessary, telephone liaison as necessary with internal / external agencies and making appointments at the request of the service.
    • To assist in the maintenance of records, filing and photocopying and any duties essential to the comprehensive administrative / clerical / secretarial support service.
    • The post holder will be an active team member who supports and contributes to the effective operation of a multi-disciplinary team.
    • To receive information/referrals, both verbal and written from patients, GP's, trusted referrers, carers, and staff which require tact and sensitivity.
    • To ensure all messages given verbally, in writing or by telephone are passed on to the correct discipline within a reasonable/an agreed timescale.
    • To receive incoming post and emails, collating with previous correspondence before passing to the team.
    • Photocopying and collating documents as required.
    • To take minutes of meetings e.g., clinical governance, business meeting etc.
    • To process office stationery and procurement orders.

    Person specification

    Qualifications/ Registrations

    Essential criteria

    • NVQ Level 3 / AS and A level or equivalent relevant practical experience / qualifications

    Skills and Abilities

    Essential criteria

    • Good knowledge and proficiency of Microsoft packages to include Word, Excel, PowerPoint, Outlook
    • Keyboard skills to ensure accuracy, speed, and optimum use of functions
    • Excellent verbal and written communication

    Desirable criteria

    • Good knowledge and proficiency of Trust systems to include RIO, and other digital systems
    • Ability to use own initiative and deal with ad hoc requests and queries.

    Experience and Knowledge

    Essential criteria

    • Full range of administrative procedures and software programs
    • Managing busy workload and conflicting priorities

    Desirable criteria

    • Knowledge of NHS systems
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