Lincolnshire Partnership NHS Foundation Trust

Team Administrator

This job is now closed

Job summary

We have an exciting opportunity for an innovative, enthusiastic & experienced Secretary or experienced administrator to join Boston Crisis Team.

The Boston Crisis team provide mental health assessments and care to patients within the community. The team is fully multi-disciplinary including, Nursing, Social Workers, Occupational Therapists and Doctor.

The post is Band 3 fixed term or secondment for 14 months - 30 hrs working across 9-5 Monday - Friday, however this can be flexible and could be ideal for a band 2 looking to gain band 3 experience.

The successful applicants will be required to support the Boston Crisis Team staff with the day to day administration needs of the service including phone calls, formatting letters, the preparation of correspondence, minute taking in meetings, data inputting, scanning records to the electronic systems, ordering stock and other general office duties to include, filing, photocopying and ordering medication.

The successful candidate will be an excellent communicator and team worker who is able to be flexible and adaptable to meet service needs. Proficiency in Word/IT is essential as is an understanding of confidentiality. The Boston Crisis Team is a very busy team & the ability to manage time & work independently under time pressures is essential.

Main duties of the job

GP Letters
Scanning
Updating Documents
Make changes to Health Roster
Updating NMC pins on Health Roster
Requesting information from GP's
Authorising Fuel Receipts
Booking pool cars in for Service/Repair/MOT
Ordering new pool cars
Recording Supervisions
Writing up Supervisions
Requesting/Recording Petty cash
Making Admission and Carers packs
Supporting new starters with access forms/ID Badges
Unlocking Smart Cards
Toil Audit
Room bookings at different bases
Filing
Sending out Bank Shifts
Logging jobs for IT/Engineers
Taking phone calls and responding to emails
Ordering of stationary
Driving license Audit
Daily Follow-up Audit and Breaches Audit
Writing up minutes from our morning meetings and staff meetings
Sending referrals for weekly meetings
Booking training

About us

Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,800 staff, and serving a population of over 766,000, our people lie at the heart of everything we do.

You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England, in an area heralded as a fantastic place to live and work. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of 'outstanding' for well-led and 'good' overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We're really proud of this!

We are also leading the way in transforming care, with multi-million-pound transformation of patient environments and radical redesign of community services.

This is the time to join and help redesign our services of the future. We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.

Date posted

13 July 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year pro rata

Contract

Fixed term

Duration

14 months

Working pattern

Part-time

Reference number

274-10040-AI-A

Job locations

Boston CRHT

Pilgrim Hospital

Boston

PE21 9QS

Job description

Job responsibilities

To provide a full and efficient secretarial service to the ward team including dealing with incoming mail, the provision of minute taking, preparation and distribution service and maintaining details of the teams whereabouts.

To respond to queries and incoming calls on a daily basis, which may be non-routine and can sometimes involve information of emotional and distressing circumstances, ensuring prompt attention in a professional and sensitive manner, assessing situations and seeking further information where required.

To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.

To manage own workload, seeking advice when required, performing routine office procedures including typing of reports, letters and other documents, opening and distributing correspondence, dealing with outgoing post, photocopying, filing and faxing in accordance with current trust procedures.

Using word processing skills, to provide a typing support to the team including reports, letters, memorandum, minutes, and rotas

To have a thorough working knowledge of electronic systems including e mail, SHARON, Clinical systems and Datix and to update these systems in a timely and accurate manner where required.

To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies.

To prepare and process documentation in respect of the electronic ordering, receipting and payment of stationery and goods in accordance with Standing Financial Instructions.

To maintain healthcare records within the area of responsibility including the accurate scanning of documents and compilation of records for new patients, in accordance with the Trust Records Management Policy.

To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post including providing cover for other admin staff within the service.

To ensure all work is undertaken in line with Trust and national policy.

To act as a receptionist to the team and on occasions to the building as and when necessary.

To ensure all referrals are taken form the SPA service throughout the day, and forwarding them on the the qualified staff to ensure timely action of these referrals.

To maintain, distribute and collate accurate information of referrals / waiting lists and other statistics to ensure optimum usage of facilities and assist the team co-ordinator in monitoring statistics thus ensuring statutory performance and contracting data is up to date.

Assist in the proper functioning, maintenance and fault reporting of central equipment used by the Team, e.g. photocopiers, fax machines, printers, computers etc.

Responsible for handling of petty cash, ensuring accurate receipts are kept.