Job summary
An Opportunity has become available for 2 experienced Team Administrators to work in the
EALING EIP Services BASED AT CHERRINGTON HOUSE IN HANWELL
The posts are full time 9.00 - 5.00 Monday to Friday
We are seeking an experienced, confident and personable administrator for this role that has excellent communication skills, fully experienced in Microsoft Word, excel and a patient information system.
Keys tasks:
To provide a high quality administrative service to a multi-disciplinary team
Within a team framework provide a high quality comprehensive support function ensuring effective standards of quality and equality to team of workers, including an effective responsive reception service to callers to office.
To be responsible for the day to day processing of an effective and sensitive customer service when dealing with direct contact with Service Users, telephone calls and correspondence. Receiving and recording accurate and concise messages, ensuring messages are forwarded on appropriately and timely.
To maintain information system detailing the whereabouts of department members during working day, relaying details appropriately and timely.
To be responsible for the minuting and typing of minutes, this may include the co-ordination of invitations, collating of agendas and relevant paperwork for attendees as required.
Main duties of the job
The post holder will be part of a wider team of administrators responsible for providing a full range of administrative support to multidisciplinary community mental health services across three London boroughs. They will support the team to ensure that the service runs effectively and efficiently and that referrers, service users and their families/carers experience a responsive and friendly service. This includes supervising reception staff, depending on the particular team location.
The post holder is required to deliver and maintain a range of administrative procedures that enhance the collection and recording of patient information and service performance data to meet service objectives and deadlines
About us
West London NHS Trust is one of the most diverse providers of mental health, community and social care in the UK.
Our 3,982 staff care for people in hospital and in the community, helping them to recover and go on to lead full and productive lives. We aim to be the best organisation of our kind in the country.
We provide care and treatment for more than 800,000 people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow, delivering services in the community (at home, in GP surgeries and care homes), hospital, specialist clinics and forensic (secure) units.
We'rerated good overall by the Care Quality Commission (CQC).
Together, we're committed to promoting hope and wellbeing, working with patients, service users, carers, families and partners across the communities we serve.
We are keen to ensure that our workforce reflects the community it serves, particularly in terms of ethnicity, gender, disability, LGBTQ+ and experience of mental illness.
Job description
Job responsibilities
General Administration
- To provide a high quality and wide-ranging administrative service to a multi-disciplinary team, following the relevant Trust and local policies and protocols
- To facilitate day to day monitoring of the service email inbox and appropriate processing of emails received, which will include new referrals
- To activate new referrals being opened on Electronic Patient Record System (EPRS), (e.g S1/Rio/IAPTUS or any other similar system
- To enter patient data accurately into EPRS system using the agreed referral to discharge pathway and ensure all clinical emails / documents / correspondence are scanned and/or uploaded into EPRS system promptly
- To manage incoming telephone calls, often as the first contact with the service, taking clear and precise messages and ensuring they are passed on to the relevant clinician in a timely way
- To support the service with the management of typing/producing clinical documentation through the EPRS system
- To provide administrative support with the booking of clinical appointments and reviews, both via the initial assessment clinics on EPRS system as well as follow up appointments, ensuring correspondence and appointment reminders are sent to the patient in a timely way
- To photocopy, fax, scan and email correspondence as requested by members of the team and sort and distribute internal and external documentation.
Job description
Job responsibilities
General Administration
- To provide a high quality and wide-ranging administrative service to a multi-disciplinary team, following the relevant Trust and local policies and protocols
- To facilitate day to day monitoring of the service email inbox and appropriate processing of emails received, which will include new referrals
- To activate new referrals being opened on Electronic Patient Record System (EPRS), (e.g S1/Rio/IAPTUS or any other similar system
- To enter patient data accurately into EPRS system using the agreed referral to discharge pathway and ensure all clinical emails / documents / correspondence are scanned and/or uploaded into EPRS system promptly
- To manage incoming telephone calls, often as the first contact with the service, taking clear and precise messages and ensuring they are passed on to the relevant clinician in a timely way
- To support the service with the management of typing/producing clinical documentation through the EPRS system
- To provide administrative support with the booking of clinical appointments and reviews, both via the initial assessment clinics on EPRS system as well as follow up appointments, ensuring correspondence and appointment reminders are sent to the patient in a timely way
- To photocopy, fax, scan and email correspondence as requested by members of the team and sort and distribute internal and external documentation.
Person Specification
QUALIFICATIONS
Essential
- Good standard of general education including English and Maths
- Evidence of personal development
Desirable
EXPERIENCE
Essential
- Experience of Administration/Secretarial / Reception work
- Experience of Data entry
- Experience of arranging and supporting meetings
- Experience of Filing and Photocopying
- Demonstrated ability to develop positive relationships with people
- Demonstrated ability to work within and show understanding of equal opportunities.
Desirable
- Working in a team.
- Supervising staff
- Experience of patient record systems/databases
- Working in a Mental Health setting.
KNOWLEDGE
Essential
- Confidentiality
- Data Protection Act
- A range of secretarial processes / Admin procedures
- Knowledge of Health and Safety at Work
- Knowledge of Microsoft Word, Excel and Powerpoint
- Knowledge of Equal Opportunities and Diversity
Desirable
- Producing activity reports
- Understanding of mental health issues
SKILLS
Essential
- Excellent written and verbal communication skills
- Ability to work autonomously within a team and with other disciplines.
- Able to deal with staff, visitors and clients in a professional, courteous and helpful manner
- Accurate data entry skills
- Accurate minute taking skills
- Ability to work under pressure as part of a team or independently
- Ability to work collaboratively and in partnership with other managers, professions and agencies.
- Able to organise and prioritise work
- Able to exercise discretion and maintain confidentiality at all times.
Desirable
- Database skills (Microsoft Access)
- Advanced Excel skills
- Microsoft PowerPoint
- Trained in the use of electronic patient record system
Person Specification
QUALIFICATIONS
Essential
- Good standard of general education including English and Maths
- Evidence of personal development
Desirable
EXPERIENCE
Essential
- Experience of Administration/Secretarial / Reception work
- Experience of Data entry
- Experience of arranging and supporting meetings
- Experience of Filing and Photocopying
- Demonstrated ability to develop positive relationships with people
- Demonstrated ability to work within and show understanding of equal opportunities.
Desirable
- Working in a team.
- Supervising staff
- Experience of patient record systems/databases
- Working in a Mental Health setting.
KNOWLEDGE
Essential
- Confidentiality
- Data Protection Act
- A range of secretarial processes / Admin procedures
- Knowledge of Health and Safety at Work
- Knowledge of Microsoft Word, Excel and Powerpoint
- Knowledge of Equal Opportunities and Diversity
Desirable
- Producing activity reports
- Understanding of mental health issues
SKILLS
Essential
- Excellent written and verbal communication skills
- Ability to work autonomously within a team and with other disciplines.
- Able to deal with staff, visitors and clients in a professional, courteous and helpful manner
- Accurate data entry skills
- Accurate minute taking skills
- Ability to work under pressure as part of a team or independently
- Ability to work collaboratively and in partnership with other managers, professions and agencies.
- Able to organise and prioritise work
- Able to exercise discretion and maintain confidentiality at all times.
Desirable
- Database skills (Microsoft Access)
- Advanced Excel skills
- Microsoft PowerPoint
- Trained in the use of electronic patient record system
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.
