Enhanced Primary Care Mental Health Service Administrator

Job description

Job responsibilities

The postholder will provide comprehensive and proactive administrative support to the Enhanced Primary Care Mental Health Service, helping to improve access, coordination and patient experience across primary care mental health pathways. The role is responsible for undertaking targeted casefinding for patients with Learning Disabilities, Autism and Severe Mental Illness who also have longterm conditions, enabling early identification and engagement with the service. A key responsibility is to identify people , where their mental health is having an impact on their daily lives , including their abilities to work.

The administrator will also work closely with the Advanced Nurse Practitioner and Nurse Associates to coordinate clinic schedules, manage appointment bookings, and maintain efficient patient communication using EMIS and Accurx. The purpose of the role is to deliver highquality administrative functions that support safe, effective and personcentred care.

Main Responsibilities:

To provide highquality administrative and coordination support to the Enhanced Primary Care Mental Health Service, including:

Casefinding for patients with Learning Disabilities, Autism, and Severe Mental Illness (SMI) with coexisting longterm conditions (LTCs).

Identify people , where their mental health is having a impact on their daily lives , including their abilities to work ?

Close coordination with the Advanced Nurse Practitioner and Nurse Associates, managing appointment books, confirming appointments with patients, and supporting clinic flow.

Using Accurx to develop, send and monitor patient communications, including appointment confirmations and template development.

2. Key Responsibilities

A. Case-Finding & Population Health Administration

Run searches and extract reports through EMIS and approved tools.

Validate data, maintain accuracy, ensure correct coding.

Maintain trackers and highlight priority cases.

Produce regular activity data for MDTs and PCNs.

B. Case-finding ADMINISTRATION

Identify people, where their mental health is having an impact on their daily lives , including their abilities to work ?

C. Appointment Coordination (ANP & Nurse Associates)

Work closely with the Advanced Nurse Practitioner and Nurse Associates to coordinate clinic schedules.

Contact patients to confirm appointments and provide reminders.

Manage cancellations and rescheduling efficiently.

Maintain accurate appointment data in EMIS.

D. General Administrative Duties

Provide first point of contact for patients, carers and partners.

Manage shared inboxes and telephone lines.

Support MDTs: agendas, minutes, action logs.

Prepare letters and accessible correspondence.

Maintain accurate records aligned with GDPR.

Support audits and service improvement.

Provide cover during absence periods.

E, Key Working Relationships

Advanced Nurse Practitioner

Nurse Associates

EPC Mental Health Team

Primary Care Practices

Talking Therapies Providers

PCNs and ICB partners

GENERAL REQUIREMENTS OF THE ROLE

Confidentiality

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information. All such information from any source is to be regarded as strictly confidential.

Information relating to colleagues, other workers or the business of member practices may only be divulged to authorised persons in accordance with STHCs policies and procedures, and the protection of personal and sensitive data.

Health and Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in STHC's Health & Safety Policy to include:

Identifying the risk involved in work activities and undertaking such activities in a way that manages those risks.

Maintaining work areas in a tidy and safe way and free from hazards.

Ensuring that all accidents are reported and investigated and follow up action taken where necessary.

Maintain mandatory staff training, as required by the postholder role.

Equality Diversity and Inclusion

The post-holder will support the equality, diversity, inclusion and rights of colleagues to include:

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with current legislation.

Respecting the privacy, dignity, needs and beliefs of colleagues.

Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities, and rights.

Quality

The post-holder will strive to maintain quality and will:

Alert other team members to issues of quality and risk.

Assess own performance and take accountability for own actions, either directly or under supervision.

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.

Work effectively with individuals in other agencies to meet patients needs.

Effectively manage own time, workload and resources.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognise peoples needs for alternative methods of communication and respond accordingly.

Person Specification

Qualifications

Essential

• GCSE Grades A-C for Maths and English or equivalent
• At least 2 years' experience of working within an office environment
• Experience of working in Primary Care
• Extensive Experience of using EMIS Web
• Experience of providing administrative support for meetings, including minute taking, agenda setting and management of actions.
• Experience of providing administrative support for a number of projects simultaneously
• Good working knowledge of Microsoft Office Programmes including Word, Excel and PowerPoint
• Understanding of Primary Care Networks
• Excellent written and verbal communication skills
• Excellent organisational skills
• Attention to detail
• Ability to manage conflicting workloads of Managers
• Comfortable and confident working with colleagues at all levels
• Proven Team membership skills
• Able to work with initiative but seek guidance and help where appropriate
• Willingness to work flexibly
• Supportive of Practices and team members

Desirable

• Level 3 NVQ in a related subject
• Case-finding, data reports or population health
• Presentation Skills
• Experience of building templates and running searches on EMIS Web
• Some knowledge of other NHS Organisations

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

South Tyneside Health Collaboration

Address

Monkton Hall Hospital

Monkton Lane

Monkton Village

Jarrow

Tyne And Wear

NE32 5NN

Employer's website

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