Senior Team Administrator

Job description

Job summary

Whilst we welcome all applications from all suitable candidates, unfortunately, we will not be offering sponsorship for this role.

We are looking for a motivated individual to join our Medical Secretarial team within the Adult Community Mental Health Services based in Bishop's Stortford.

Our Administrators are pivotal to our work in providing first line contact to people who call us, and in providing a comprehensive, professional and effective administrative support to our team.

You will have the ability to work well within a team environment and be able to manage and prioritise workload, being able to work on their own initiative with minimal supervision.

In return, we offer structured supervision and access to training and development as part of your own personal development and support plan. A friendly and supportive team environment.

The role is advertised as 15 hours a week, 2 days per week 9am-5pm. The role is fully office based.

Main duties of the job

The job role involves providing comprehensive, professional, and effective administrative support to the Adult Community Mental Health Service. You will be responsible forco-ordinating CPA's with the team, providing admin support for safeguarding meetings, supporting with the physical health clinic appointment booking,answering the telephone, taking messages, passing relevant queries to the duty worker, sending out agendas, taking meeting minutes and other general administrative duties.

This is a busy and varied role so good interpersonal skills are required. As some of the work will involve speaking to service users on the telephone, you must display a considerable degree of tact, possess mature judgement and maintain a calm, friendly and efficient manner.

The right person will be able to work with a degree of autonomy and apply a high degree of confidentiality to all of their work.

About us

Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission.

Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Welcoming. Kind. Positive. Respectful. Professional.

Job description

Job responsibilities

To be highly skilled and experienced in the full range of administrationwork practices, software programmes, and specialised functionalterms.

To be proficient in the use of MS Office and Electronic Patient Records

Co-ordinating Care Plan Approach (CPA) Meetings with clinicians before their breach date.

Providing admin support for safeguarding meetings, including ensuring necessary documentation is completed in line with Trust targets.

Provide admin support to the Physical Health Clinic, including booking appointments, reviewing breach dates and liaising with clinicians.

Provide reception cover during absences

Responsibilityforensuringallcorrespondenceisaccuratelyandappropriately presented.

To be proficient in using the electronic patient record for administrative purposes.

To use knowledge, and experience to assist other members of the admin team when requested to undertake additional admin tasks such as scanning, photocopying, answering the telephone etc.

To update skills as necessary and attend mandatory training

To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.

To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.

For a more comprehensive Job and Person Specification please read attached before applying

Job description
Job responsibilities

To be highly skilled and experienced in the full range of administrationwork practices, software programmes, and specialised functionalterms.

To be proficient in the use of MS Office and Electronic Patient Records

Co-ordinating Care Plan Approach (CPA) Meetings with clinicians before their breach date.

Providing admin support for safeguarding meetings, including ensuring necessary documentation is completed in line with Trust targets.

Provide admin support to the Physical Health Clinic, including booking appointments, reviewing breach dates and liaising with clinicians.

Provide reception cover during absences

Responsibilityforensuringallcorrespondenceisaccuratelyandappropriately presented.

To be proficient in using the electronic patient record for administrative purposes.

To use knowledge, and experience to assist other members of the admin team when requested to undertake additional admin tasks such as scanning, photocopying, answering the telephone etc.

To update skills as necessary and attend mandatory training

To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.

To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.

For a more comprehensive Job and Person Specification please read attached before applying

Person Specification

Qualifications

Essential

• Audio Typing
• Competent in Windows and Word applications
• Good general education

Desirable

• ECDL
• Familiar with medical terminology

Experience

Essential

• 2 years experience working in an office environment
• Experience recording and typing up meeting minutes

Desirable

• Experience working in the NHS
• Experience managing diaries and mailboxes

Knowledge & Skills

Essential

• Good knowledge of IT and Windows applications
• Good organisational abilities, with good time management skills
• Able to demonstrate good verbal and written communication skills
• Understanding of confidentiality

Desirable

• Knowledge and understanding of health records

Person Specification
Qualifications

Essential

• Audio Typing
• Competent in Windows and Word applications
• Good general education

Desirable

• ECDL
• Familiar with medical terminology

Experience

Essential

• 2 years experience working in an office environment
• Experience recording and typing up meeting minutes

Desirable

• Experience working in the NHS
• Experience managing diaries and mailboxes

Knowledge & Skills

Essential

• Good knowledge of IT and Windows applications
• Good organisational abilities, with good time management skills
• Able to demonstrate good verbal and written communication skills
• Understanding of confidentiality

Desirable

• Knowledge and understanding of health records

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.

Employer details

Employer name

Hertfordshire Partnership University NHS Foundation Trust
Address

Oxford House, London Road, Bishops Stortford, CM23 3LA

London Road

Bishops Stortford

CM23 3LA

United Kingdom

Employer's website