This post is based within the Primary Intermediate Mental Health Team (PIMHT).
The post holder will work closely with the Administration Manager and the team to provide a full administrative and secretarial service. Key tasks for the post holder are to coordinate and provide administrative support to all staff within the service, including taking and processing referrals, usually by email, entering these on the clinical record keeping system, managing the appointment system, handling client information , answering phone calls to the service and covering reception.
The post holder may occasionally be expected to undertake work from various bases when required.
To provide a comprehensive administrative and information service to the Primary Intermediate Mental Health Team, in respect of managing of appointments, dealing with correspondence, composing routine and non-routine letters as required and other documentation related to the service and taking personal responsibility for confidential issues.
Please see attached Job Description and Person Specification for more details.
We are looking for a conscientious, punctual and reliable member of staff. Someone with personal confidence that is able to work flexibly with own initiative as well as part of a team.
The person undertaking this role needs to be able to demonstrate emotional resilience and the ability to manage sensitive and complex communications within a mental health service. The ability to respond calmly and professionally in emotionally demanding situations is essential.
To manage incoming calls, emails, post and messages, dealing with those aspects that do not require the personal attention of the senior staff, and subsequent direction to the appropriate member of the department/organisation.
To be responsible for arranging, convening and the administration of meetings, including booking rooms, drafting agendas, collation of papers for distribution, ensuring availability of reports, taking and preparation of action notes and minutes.
To establish and maintain effective office systems, including the maintenance of referral, filing and archiving systems and other related documents that would be required for internal and external review, including data collection, with the use of Excel spreadsheets.
To maintain and update clinical and non-clinical electronic systems.
To provide information to clinicians and/or managers about actions from meetings, due dates, review dates for policies, procedures and protocols as appropriate.
To maintain confidentiality of patient information, ensuring all patient records are correctly stored, and telephone conversations are not overheard by the public.
To liaise with clinicians when receiving queries from families, healthcare, social care professionals and other agencies.
To input service and patient information onto the appropriate clinical systems, ensuring data quality is maintained, prioritising information effectively to ensure patient confidentiality is not breached.
To be responsible for using own initiative to prioritise, plan, action and complete own day to day work in line with local and national access and waiting targets.
To support the local induction of new administrative team members, including one to one training on software packages and office procedures.
To establish and develop an effective working relationship with the administrative and clinical team, to ensure that their work is fully supported and presented in an accurate, timely and appropriate manner.
To maintain a working knowledge of all aspects of the work of the team, and the wider NHS environment. Identifying personal training opportunities keeping up to date with Knowledge and participation in Trust mandatory training as appropriate.
To liaise as required with other members of staff within the Trust and external organisations as necessary.
To be aware of the workload and pressures and provide support to other members of the administrative team, where and when necessary.
To be prepared to work flexibly to support the team in ensuring that the service continues to run smoothly during holiday and sickness times. This includes providing admin support to our Rough Sleepers service when required.
To support the clinicians/managers, in line with agreed departmental administrative objectives and procedures. In discussion with other members of team, to suggest appropriate working practices, which will enhance the service.
Ensure a supply of essential items is maintained (e.g. office equipment, clinical supplies and stationery stock).
There may be opportunities to undertake other duties and responsibilities of a similar level from time to time subject to prior agreement.
