Senior Team Administrator
Job summary
An exciting opportunity has arisen for an experienced, motivated and enthusiastic person to work as a Senior Service Administrator to support the Coast Team, at Queens Resource Centre, Croydon. The post holder will be part of an administrative team, responsible for providing a comprehensive administrative support to the multi-disciplinary clinical team and working closely with the Community Admin Lead to ensure administrative processes are operating effectively and efficiently to required standards.
Main duties of the job
This is a challenging role working within an extremely busy office and it is therefore important that you are enthusiastic, motivated and able to workunder pressure. You must be able to demonstrate the ability to work independently and as part of a team. Excellent organisational, communication, and time-management skills with strong attention to detail. Confident IT skills, including Microsoft Word and Excel, and experience working in a busy office environment. Enthusiastic, motivated, and committed to delivering a high-quality service and making a positive difference.
About us
The Team: This is a multi-disciplinary team of mental health practitioners including psychiatrists, nurses, occupational therapists, psychologists, social workers, mental health advisors, employment specialists and support workers supporting people experiencing serious mental illness. Generous pay, pensions and leave, we offer a comprehensive pay, pensions and leave package which is dependent on the role and length of service.
Career development, there are plenty of opportunities to progress your career and we support your development through a number of programmes such as mentoring, coaching, positive people management, collective leadership and other talent programmes NHS discounts, with discounts up to 10% from a variety of well-known retail brands though Health Service Discounts website.
Job responsibilities
To provide administrative and secretarial support to all members of the Multidisciplinary Community Mental Health Team. This will include diary management, minute taking, typing letters and reports, scanning, distributing post, photocopying, sending faxes and e-mails. Ensure that all clinical letters and reports are typed and despatched promptly, taking follow up action where necessary.
This will include generating own correspondence, screening the post and undertaking intermediary action in the absence of MDT staff. Implement and maintain an overall management system of paper and electronic media for the office, including developing and maintaining an effective bring forward system. To be the main point of contact for the Team Manager and/or Consultant Psychiatrist.
To deal professionally with telephone enquiries, using initiative to take follow up action when appropriate and help to reassure patients, who can be distressed and confused, in a tactful manner. To be responsible for ensuring referrals are passed to the duty officer, using agreed criteria, to ensure their prompt attention by and allocation to the appropriate member of staff.
Ensure patient's case notes within the electronic Patient Journey System (ePJS) are kept up to date, and that a paper-light ethos is maintained within the team. Record referrals and contacts made by clinical staff. Create/amend entries and record all correspondence on ePJS and extract information as and when required. Organise appointments and transport for patients.
To organise monthly team Business meetings, taking and circulating minutes and agendas to members of the team. To ensure administrative cover for annual leave/study leave. To provide cover for other administrative staff within the service during periods of absence. Undertake any other reasonable duties as negotiated with the Team Manager and Admin Lead. To work in accordance with the Directorate Administration Operational Policy.
Person Specification
Qualifications · Essential
Good standard of general education including English and Mathematics achieving grades A-C. Good written communication skills (A) (I) (T)
Desirable
Secretarial qualification or demonstrable experience of 2 years or more
Experience · Essential
Previous demonstrable administrative experience supporting senior staff in a complex organisation (A) Previous demonstrable experience of working to tight deadlines (A) (I) (T) Previous experience of handling confidential information (A) (T) Previous demonstrable experience of developing and implementing administrative systems (A) (I) (T) Previous demonstrable experience of effectively collecting and presenting complex data/information (A) (I) (T)
Desirable
Experience of working in an NHS environment, in a framework of confidentiality, ideally in a community mental health team setting (A/I) Knowledge and understanding of the Electronic Patient Journey System (ePJS) (A/I) Knowledge/Skills
Essential
Intermediate skills in Excel, PowerPoint, Word and Outlook (A) (I) (T) Diary Management Minute taking/action logs (A) (T) Ability work using your own initiative and unsupervised (A) (I)
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) . From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .
