Job responsibilities
See supporting documents
Directorate
Integrated Community Services
Job Description
Job Title:
Administrator
Pay Band
Agenda for Change Band 3
Base and Service
Psychotherapy Centre
Court, Exeter Street. May also include The Veranda Mount Gould, other
settings and the community
Reports to (Line Manager):
Helen Koffi Young, Psychotherapy Services
Manager
Accountable to (Professionally/Managerially):
Helen Koffi Young, Psychotherapy Services
Manager
Dimensions and Context of Role
The post holder will work within the Psychotherapy
team, which operates 5 days per week.
This post will ensure the
provision of a day-to-day operational and administrative support service
within Psychotherapy Services. They
will provide general secretarial support to the team as well as dealing with
confidential information for the Service Manager
This post will provide support
and assistance to service users through responding to phone calls and emails
The post holder will support
team in all secretarial duties working across the week to provide continuity
of information to this busy team.
Service
Manager
Administrator
(THIS POST)
Key Tasks and
Responsibilities of the Post
1. Communication and Relationship Skills
a) The
post holder will liaise with patients, health professionals and other
agencies as required.
b) The
post holder will have previous experience of using communication skills, be
aware of issues of confidentiality and the ability to deal with people who
may be distressed or angry.
c) The
post holder will ensure prompt updating of electronic record keeping system
in relation to staff/patient activities and will input data into the computer
system regarding referrals, episodes, contacts and discharges in line with
existing policies and the Personalised Care Framework
d) The
post holder will co-ordinate staff activities and keep team diary up to date.
e) The
post holder will have the ability to receive information and ensure it is
passed on as appropriate.
f)
The post holder will have the ability to
communicate clearly and effectively over the telephone within the boundaries
of confidentiality.
g) The
post holder will maintain accurate, timely electronic records and ensure that
they are kept safely in accordance with LWSW polices, including the Data
Protection Act (2018) and the LWSW Confidentiality Policy.
h) The
post holder will demonstrate a positive attitude to mental health and
learning disabilities, attending to patients with respect and courtesy and
form and maintain supportive relationships with service users.
i) To
liaise appropriately with other agencies as part of supporting the delivery
of care
j) To
assist in monitoring of mental health of services users and report changes to
qualified staff. Be aware of
fluctuations in mental health.
k) Assist
in patients identified needs, i.e technical support to enable virtual
sessions.
l) Assist
in signposting with patients to enable empowerment.
2. Knowledge, Training and Experience
a) The
post holder will be responsible for updating Knowledge and Skills, including LWSW
mandatory training and adhere to policy and legislation relating to the team
and the post.
b) To
support staff in keeping up to date records of all staff training, collate
information and provide the training department with regular report.
3.
Analytical and Judgement Skills
a)
Ability to deal with emergency telephone calls and act as
appropriate with the support and supervision of qualified nursing/medical
staff.
4. Planning and Organisational Skills
a) The
post holder will have the ability to plan and prioritise their own workload
on a day-to-day basis.
b) The
post holder will attend, minute and take part in multi-disciplinary team
meetings
c) The
post holder will have the ability to plan meetings and accommodation as
required.
d) The
post holder will have the ability to liaise with other services to arrange
appointments.
e) The
Post holder will be responsible for keeping information and resources kept on
notice boards up to date.
5.
Physical Skills
a) The post holder will have competent keyboard skills.
6. Responsibilities
a) To
take responsibility for the allocation of work and ensure it is completed
within given timescales, working with the administration and clerical teams
to ensure continuity of service.
b) To
assist in the recruitment and selection of administration and clerical staff.
c) To
train new admin and clerical staff members as required.
d) To
ensure the provision of a quality administration service to all members of
the multi-disciplinary team, incorporating the production of letters,
assessments, and client case notes and other service related documentation.
e) To
ensure local policies and procedures are adhered to as well as LWSW policies
and procedures.
f) To
assist in the projection, management and development of new admin and
clerical systems and processes as and when required ensuring the service runs
effectively.
g) To
provide general administrative and secretarial support to the Psychotherapy
Service including prompt updating of electronic record keeping system in
relation to staff/patient activities and will input data into computer system
regarding referrals, episodes, contacts and discharges in line with existing
policies and the Community Mental Health Framework.
h)
The
post holder will be based at Centre Court but might require traveling across
locality
i)
The
post holder will provide typing, filing, ordering stationary, arranging and
contributing to meetings including taking minutes.
j) The post holder will be able to work flexible hours across 5 days a
week Expected hours are to be Monday and Tuesday or Wednesdays 8am -4pm approx
7.
Responsibility for Policy and Service Development
a) The post holder will comply with all appropriate National, LWSW and Psychotherapy
polices and protocols. These include
Health and Safety, Fire Procedures and Confidentiality.
b) The post holder will provide support to the Team Managers keeping all
policies up to date.
8.
Responsibility for Human Resources
a) The post holder will participate in interview panels for specified
jobs.
b) The post holder will behave in a manner that does not bring the Team or
LWSW into disrepute.
9.
Responsibility for Information Resources
a)
The
post holder will be responsible for the input of SystmOne contacts.
b)
The
post holder will be responsible for reviewing IAPTUS.
c)
The
post holder will be maintain accurate and timely electronic records and
ensure that they are kept safely in accordance with LWSW policy.
10.
Responsibility for Research and Development
a)
The post holder
will participate in audits within the Psychotherapy Service
11.
Freedom to Act
a)
The
post holder will actively participate in line management supervision with a
senior member of the Team.
b)
The
post holder will actively participate in the LWSW appraisal system.
c)
The
post holder will carry out other duties commensurate with the position as
required.
d)
Responsible
for preparation of a variety of confidential and complex correspondence,
presentations (which may include graphics) and be familiar with PowerPoint,
preparing reports for Team Manager/Clinical Leads.
e)
Responsible
for drafting, reviewing, typing, proof-reading and editing correspondence for
the Service Manager and Clinical Leads.
f)
Will
act on own initiative to establish priorities, delegating correspondence and
tasks to others where appropriate.
Answer and screen telephone enquiries and take messages. Prioritise and relay information as
appropriate. To function as an
intermediary in communicating with all stakeholders and clients. This will include managing/signposting and
coordinating complex communications, taking referrals from other services.
g)
Maintains
and manages an up-to-date, comprehensive system of document tracking and
filing system for all material in the Psychotherapy office.
h)
Coordinates
internal and external meetings liaising with all relevant bodies.
i)
To
support the Service Manager and Clinical Leads in business meetings and Multi
Disciplinary Team meetings as appropriate and be accountable for ensuring
that all designated meetings are organised and administered in a professional
and timely manner.
Formulating, as applicable,
the agendas and organising the supporting reports and papers with minimal
support from the Psychotherapy team
Distributing agendas and
supporting papers.
Attending meetings and
ensuring that accurate minutes are produced.
Ensure reports are
presented in necessary format.
