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 administrative team team within the Early Intervention in Psychosis services based in Stevenage.

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 your 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.

Main duties of the job

The job role involves providing comprehensive, professional, and effective secretarial and administrative support to the Early Intervention in Psychosis Service. You will be responsible for audio typing, booking appointments for clinics and meetings, answering the telephone, taking messages, passing relevant queries to the duty worker, organising rooms, 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 secretarialwork practices, software programmes, and specialised functionalterms.

To be proficient in the use of dictation software such as T-Pro.

Processing clinic letters, produce appointment letters and enter appointments in the electronic patient record (currently PARIS)

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 secretarialwork practices, software programmes, and specialised functionalterms.

To be proficient in the use of dictation software such as T-Pro.

Processing clinic letters, produce appointment letters and enter appointments in the electronic patient record (currently PARIS)

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

Knowledge, Training and Experience

Essential

• Educated to Secondary Level with GCSE qualifications or equivalent
• Advanced Microsoft 365 skills
• Audio transcribing skills

Desirable

• Proficient knowledge of PARIS system
• Willingness to complete further training and qualification identified as appropriate to the role

Experience

Essential

• The ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals
• Proficient in diary management coordinating appointments to ensure best use of time
• Experience of taking formal minutes of meetings
• Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work as part of a team

Desirable

• Knowledge of medical terminology
• Experience in an NHS or Healthcare environment

Communication Skills

Essential

• Excellent verbal and written communication skills in person, on telephone or email, whilst taking into account the confidential nature of the communication
• To be experienced in dealing with people in distress in a calm and confident manner, using de-escalation skills where appropriate
• To have proven skills and experience establishing effective working relationships with Managers and colleagues.

Analytical Skills

Essential

• Problem solving, decision making and analytical skills
• Make judgements, without direct supervision, as to the importance/urgency of workload issues
• Responsibility of maintaining accurate records of all referrals and patient details, discharging patients and notifying all professionals and agencies involved.

Person Specification
Knowledge, Training and Experience

Essential

• Educated to Secondary Level with GCSE qualifications or equivalent
• Advanced Microsoft 365 skills
• Audio transcribing skills

Desirable

• Proficient knowledge of PARIS system
• Willingness to complete further training and qualification identified as appropriate to the role

Experience

Essential

• The ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals
• Proficient in diary management coordinating appointments to ensure best use of time
• Experience of taking formal minutes of meetings
• Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work as part of a team

Desirable

• Knowledge of medical terminology
• Experience in an NHS or Healthcare environment

Communication Skills

Essential

• Excellent verbal and written communication skills in person, on telephone or email, whilst taking into account the confidential nature of the communication
• To be experienced in dealing with people in distress in a calm and confident manner, using de-escalation skills where appropriate
• To have proven skills and experience establishing effective working relationships with Managers and colleagues.

Analytical Skills

Essential

• Problem solving, decision making and analytical skills
• Make judgements, without direct supervision, as to the importance/urgency of workload issues
• Responsibility of maintaining accurate records of all referrals and patient details, discharging patients and notifying all professionals and agencies involved.

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

Saffron Ground, Ditchmore Lane, Stevenage, SG1 3LJ

Ditchmore Lane,

Stevenage,

SG1 3LJ

United Kingdom

Employer's website