Mental Health Service Administrator

Job description

Job responsibilities

Assist the Mental Health Service - SMI Physical Health Check team with all administrative requirements including patient contact and correspondence, appointment letters and reporting.

Support in the development and implementation of the Physical Health Checks systems and processes including the setting up, use and interrogation of Excel spreadsheets and EMIS system.

Deal with general queries via phone, e-mail, and post in a timely manner, directing where necessary to the appropriate member of the team for action and follow up.

Schedule appointments for patients in relation to core Mental Health Service and Serious Mental Illness (SMI) Physical Health Check appointments.

Send reminder text messages for all appointments scheduled with the Mental Health Service where required.

Liaise with GP surgeries, Community Mental Health Teams, and other outside agencies, to gather data and arrange bookings for practitioners when required.

Monitor and track new referrals to the Physical Health Check Department, ensuring new referrals are directed to the appropriate Practitioner in a timely manner and spreadsheets updated accordingly.

Monitor, check and contact the Physical Health Check team members at end of day, following clinical home visits to ensure all members are safe and report any concerns to MHS Head of Service.

Support the Mental Health Service Physical Health Check department, with performance data collection.

Check and maintain relevant Invicta Health NHS email accounts, acknowledging and responding to correspondence in a timely manner. Forwarding and escalating to an appropriate clinician/manager where appropriate.

Maintain administrative files, records, and systems, ensuring relevant and up to date information is stored safely and accurately.

Assist with data entry onto any/all systems utilised by the MHS team.

Process patient feedback accurately and in a timely manner.

Notify the MHS Service Assistant of any equipment that is not working.

Raise Purchase Orders for any stock required for the service.

Assist with updating and replenishing of promotional material including leaflets, posters and referral forms as required.

Attend and take minutes at Physical Health Check Service meetings as and when required, actioning any items arising from the meeting where appropriate.

Support other colleagues within the administration team with any queries, training, or development.

Ensure the Invicta Health premises are secured and left in a tidy state at the end of the working day with equipment stored safely and cupboards locked.

Person Specification

Experience

Essential

• Broad administrative skills and experience
• Knowledge of office management systems and procedures
• Experience of working with different computer packages

Desirable

• Previous administration experience within a medical environment
• Knowledge and understanding of the National Health Service
• Experience of setting up and maintaining effective administrative filling systems

Qualifications

Essential

• Good level of education including competent levels of numeracy and literacy.

Key Skills

Essential

• Works well as part of a team
• Ability to adapt
• Good IT and keyboard skills
• Organisational abilities
• Good time management
• Able to take instruction and direction
• Good telephone manner
• Ability to use discretion and maintain confidentiality
• Strong attention to detail and accuracy in work
• Knowledge of Information Governance

Desirable

• Understanding of the Data Protection Act.

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

Invicta Health CIC

Address

East Cliff Practice

Dumpton Park Drive

Ramsgate

Kent

CT11 8AD

Employer's website

https://invictahealth.co.uk/ (Opens in a new tab)