Job summary
We are seeking a team administrator to provide administration support to the Putney and Roehampton Administration Team. The post is based at Queen Mary's Clinic. The successful candidate will work as part of the team which will provide admin support to the Putney and Roehampton adult teams. Part of the role will be providing an excellent reception for the service as well as supporting the administrative function.
The post is located at the Queen Mary's Hospital, Roehampton. This is easily accessible via the public transport links and via private transport. The Trust provides subsidised parking fares for all our substantive staff.
Main duties of the job
You must be a good team player, able to offer exceptional customer service both face to face, on the phone and in writing. You will require the tenacity to handle multiple tasks ranging from first point of contact to the Team for clients and other professionals by telephone, the administration of patient paperwork, to data entry on the computer system. You must also be flexible and able to work under pressure, possess excellent organisational skills, communication and interpersonal skills, together with the ability to prioritise workload.
Job share/ part time working will be considered for this post.
About us
We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive.
Come and join our inclusive teams and help our patients on their recovery journey.
Job description
Job responsibilities
- To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard for team members. To address and alert teams to errors and problems as they arise.
- To support team members in being able to access basic information held on My Dashboards
- To ensure that all service users patients and visitors are received in a courteous and efficient manner.
- To facilitate effective communication within the team by providing team members with messages and information.
- To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
- To support the administration of team meetings by recording meeting actions, meeting preparation to include distribution of agendas and associated papers and follow up actions and distribute these as appropriate.
- Organise meetings including room bookings or video conferencing were possible and as required
- Ensure that administration related Trust KPIs are addressed through regular reports provided by the Team Manager.
- To liaise with the Administration Team Manager on matters relating to building maintenance issues and where appropriate co-ordinate all the support services provided to the team including domestic, catering, security, estates etc.
- To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
- To have the need for confidentiality of service users and professional information
- To take responsibility for ensuring the security, cleanliness and maintenance of premises and equipment, ensuring that any work required is carried out by the appropriate agency
- Photocopy/fax/scan/email as requested by other members of the team
- To undertake any other duties commensurate with the general level of responsibility of the post.
- To implement Trust and team policies/procedures and propose changes to practices if necessary.
Job description
Job responsibilities
- To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard for team members. To address and alert teams to errors and problems as they arise.
- To support team members in being able to access basic information held on My Dashboards
- To ensure that all service users patients and visitors are received in a courteous and efficient manner.
- To facilitate effective communication within the team by providing team members with messages and information.
- To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
- To support the administration of team meetings by recording meeting actions, meeting preparation to include distribution of agendas and associated papers and follow up actions and distribute these as appropriate.
- Organise meetings including room bookings or video conferencing were possible and as required
- Ensure that administration related Trust KPIs are addressed through regular reports provided by the Team Manager.
- To liaise with the Administration Team Manager on matters relating to building maintenance issues and where appropriate co-ordinate all the support services provided to the team including domestic, catering, security, estates etc.
- To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
- To have the need for confidentiality of service users and professional information
- To take responsibility for ensuring the security, cleanliness and maintenance of premises and equipment, ensuring that any work required is carried out by the appropriate agency
- Photocopy/fax/scan/email as requested by other members of the team
- To undertake any other duties commensurate with the general level of responsibility of the post.
- To implement Trust and team policies/procedures and propose changes to practices if necessary.
Person Specification
Experience
Essential
- Demonstrable experience of administrative & secretarial work
- Experience of working within a multi-disciplinary team
- Front line customer service experience
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of using computerised databases
- Experience of community working
Training & Qualifications
Essential
- NVQ Business Administration level 3 or willingness to work towards achieving it
- ECDL or willingness to work towards achieving it
- GCSE English or equivalent Evidence of continuing professional and personal development
Desirable
- Evidence of continuing education
Knowledge & Skills
Essential
- Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to calmly work under pressure
- Increased organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
- Excellent communication and interpersonal skills
- Ability to provide secretarial support for meetings e.g. organising, booking rooms, minute taking
- Knowledge of our business and how it supports patient care
Desirable
- Knowledge of computerised patient databases
- Knowledge of mental health issues
- Intermediate Microsoft Excel skills
- Audio typing skills
Person Specification
Experience
Essential
- Demonstrable experience of administrative & secretarial work
- Experience of working within a multi-disciplinary team
- Front line customer service experience
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of using computerised databases
- Experience of community working
Training & Qualifications
Essential
- NVQ Business Administration level 3 or willingness to work towards achieving it
- ECDL or willingness to work towards achieving it
- GCSE English or equivalent Evidence of continuing professional and personal development
Desirable
- Evidence of continuing education
Knowledge & Skills
Essential
- Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to calmly work under pressure
- Increased organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
- Excellent communication and interpersonal skills
- Ability to provide secretarial support for meetings e.g. organising, booking rooms, minute taking
- Knowledge of our business and how it supports patient care
Desirable
- Knowledge of computerised patient databases
- Knowledge of mental health issues
- Intermediate Microsoft Excel skills
- Audio typing skills
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
