Job summary
An exciting opportunity has arisen for Team Administrator to work within the countywide Early Intervention Service (EIS), NSTEP (Northamptonshire Service for the Treatment of Early Psychosis).
We are seeking an individual who is enthusiastic, compassionate, flexible and creative in their approach and can work alongside the administrative team and the wider multi-disciplinary team.
You will have knowledge and understanding of Microsoft packages. You will demonstrate an enthusiasm for professional development and will be motivated to further your understanding and skills through various training opportunities.
You will be part of a dynamic and supportive team, benefiting from a comprehensive supervision and appraisal system, with a commitment to staff development.
We are looking for self-motivated candidate who is conscientious, efficient and reliable. The successful candidate must be able to travel between the two service sites (Kettering and Northampton). We are looking for someone who is organised, has knowledge of office procedures and holds RSA or City and Guilds Level Studies or equivilant. The post holder must also have good literacy and numeracy skills.
This will include answering the phones and reception type duties as well as performance data , E rostering /staff rotas, Team HR and purchasing responsibilities .
Main duties of the job
Duties will include joining our administrative team, providing a comprehensive administrative service to the Early intervention Team and the operations manager to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care. Ensuring all correspondence and administrative tasks for the Team, including clinical letters, medical reports and results, minutes of meetings are typed and dispatched promptly.
Providing the focal point of communication for, service users families an carers , medical and professional staff both within this Trust and with external organisations, you will oversee the patient pathway to ensure that all necessary appointments arranged on time, ensure that referrals are receive timely treatment thus meeting the Trust and national standards.
You should have very good communication skills, both written and verbal, the ability to organise and prioritise your workload and be competent in the use of windows software. Successful candidates must be able to work on own initiative and also as an effective team member within the department, maintaining patient confidentiality and ensuring a high standard of customer care at all times. This post would provide an excellent opportunity for a person looking for a new challenge in a friendly, busy hospital environment.
About us
NHFT is an integrated primary care and mental health Trust, providing physical, mental health and specialty services in both hospital settings and out in the community. Because we put the person at the centre of all we do, we focus on delivering care that is as easy to access as possible. This means many of our services can be provided at home, work or in schools.We also provide health services to various prisons and detention centres in Bedfordshire and Cambridgeshire.
NHFT promotes a culture of learning to improve the care and safety of our patients and staff, which focuses on people who enable our Trust to be 'outstanding' by supporting opportunity, innovation, development and growth.
Job description
Job responsibilities
To provide comprehensive administration support to the Operational Manager/Team members, using IT systems effectively, including Internet/Intranet, Email, Windows, Excel, and System one.
To receive incoming telephone calls, and deal with queries where possible /or take accurate messages and direct to the appropriate recipient
To deal with all incoming correspondence including the generation of replies on own initiative
To generate a range of documentation including letters and reports to a professional standard. This may include the composition of letters to GPs/consultants and other professionals on behalf of the team the contents of which may include updates / discharge information / medication change requests /social stories/ Easy read and any other information relating to patient care
Assist with producing correspondence, reports and proposals all of which requires maintaining excellent communication links with colleagues within the Service to ensure reliable and efficient dissemination of information
To provide support when required and for other Band 3 and Band 4 colleagues within the EIS Team. In addition to provide cover for clinical administrators when the patient care would otherwise be disrupted if the work was not completed urgently.
To be able to work unsupervised using own initiative, managing and prioritising own workload
To manage the day to day duties in their role and undertake all typing, photocopying, scanning, faxing
To maintain stock control of stationary and supplies to ensure adequate resources are available for the team
To follow existing policies and procedures and may comment on secretarial procedures
May be required to carry out local inductions to new staff and demonstrate own work activities to less experienced colleagues including supervision of Band 2 colleagues or apprentice if required.
To collate data and present in appropriate formats when required
To maintain and administer departmental databases to facilitate effective retrieval of information, including audit returns for the team eg mandatory training / supervision/appraisal records and quality team audit returns (list is not exhaustive)
To ensure that appropriate and confidential records/files are maintained
Job description
Job responsibilities
To provide comprehensive administration support to the Operational Manager/Team members, using IT systems effectively, including Internet/Intranet, Email, Windows, Excel, and System one.
To receive incoming telephone calls, and deal with queries where possible /or take accurate messages and direct to the appropriate recipient
To deal with all incoming correspondence including the generation of replies on own initiative
To generate a range of documentation including letters and reports to a professional standard. This may include the composition of letters to GPs/consultants and other professionals on behalf of the team the contents of which may include updates / discharge information / medication change requests /social stories/ Easy read and any other information relating to patient care
Assist with producing correspondence, reports and proposals all of which requires maintaining excellent communication links with colleagues within the Service to ensure reliable and efficient dissemination of information
To provide support when required and for other Band 3 and Band 4 colleagues within the EIS Team. In addition to provide cover for clinical administrators when the patient care would otherwise be disrupted if the work was not completed urgently.
To be able to work unsupervised using own initiative, managing and prioritising own workload
To manage the day to day duties in their role and undertake all typing, photocopying, scanning, faxing
To maintain stock control of stationary and supplies to ensure adequate resources are available for the team
To follow existing policies and procedures and may comment on secretarial procedures
May be required to carry out local inductions to new staff and demonstrate own work activities to less experienced colleagues including supervision of Band 2 colleagues or apprentice if required.
To collate data and present in appropriate formats when required
To maintain and administer departmental databases to facilitate effective retrieval of information, including audit returns for the team eg mandatory training / supervision/appraisal records and quality team audit returns (list is not exhaustive)
To ensure that appropriate and confidential records/files are maintained
Person Specification
Knowledge and Experience
Essential
- Previous admin and clerical experience
- Previous experience and sound knowledge of Microsoft packages
- An understanding of patient confidentiality and GDPR
Desirable
- Previous experience working in a mental health or general healthcare setting
- Previous experience working with electronic patient record application, e.g SystmOne
- Business Administration qualification
Behaviours and Values
Essential
- Ability to work in a flexible way and respond to change
- Reliable and consistent in approach, demonstrating empathy and an open communication style with all team members, fostering this culture across the team
- Ability to work in a fast paced and challenging environment
Desirable
- Previous expereince working in a busy healthcare environment
Skills and Abilities
Essential
- Ability to provide effective and reliable communication
- Have a high standard of grammar and literature
- Abilty to use own initiative
Desirable
- Have excellent interpersonal skills and the ability to utilise them to communicate effectively within a multi-disciplinary team, healthcare based working environment
Person Specification
Knowledge and Experience
Essential
- Previous admin and clerical experience
- Previous experience and sound knowledge of Microsoft packages
- An understanding of patient confidentiality and GDPR
Desirable
- Previous experience working in a mental health or general healthcare setting
- Previous experience working with electronic patient record application, e.g SystmOne
- Business Administration qualification
Behaviours and Values
Essential
- Ability to work in a flexible way and respond to change
- Reliable and consistent in approach, demonstrating empathy and an open communication style with all team members, fostering this culture across the team
- Ability to work in a fast paced and challenging environment
Desirable
- Previous expereince working in a busy healthcare environment
Skills and Abilities
Essential
- Ability to provide effective and reliable communication
- Have a high standard of grammar and literature
- Abilty to use own initiative
Desirable
- Have excellent interpersonal skills and the ability to utilise them to communicate effectively within a multi-disciplinary team, healthcare based working environment
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.
