Job summary
This is an exciting time to join our Trust. Southwest London St. Georges is at the beginning of an exciting journey of transforming our Liaison Psychiatry services.
Position - Team Administrator
If you want to live locally and work locally, with an employer that offers flexible and agile working with great development and carer progression opportunities, then this may be the role you!
Main duties of the job
To provide administrative and secretarial service to the members of the team. This is a pivotal role to ensure the smooth running of the service and responsibilities will include using computerised information systems, collating statistics and returns as required by the Trust, word-processing, developing, and maintaining filing systems as well as being first port of call (usually by telephone) for patients, relatives/carers, and other professionals.
The post holder should be capable of working within a busy and demanding environment, have excellent communication and listening skills, including dealing with staff/visitors of all levels whilst maintaining a high level of confidentiality.
The post holder is required to undertake a wide and varied number of duties to ensure that the work is managed as effectively and efficiently as possible.
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 as we invest a further £120m to upgrade and modernise our estate by 2027.
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.
About our location:
This post will be based at St George's Hospital
Unless expressly stated in the job advert this role is not subject to sponsorship, please be advised that all offers of employment are subject to evidence of right to work in the UK.
Job description
Job responsibilities
To provide administrative support to colleagues, which could include doctors, ClinicalPsychologists, Psychotherapists, Occupational Therapists, and other levels of staff. Ensuring that all tasks are accurately and efficiently carried out according to priority. To effectively and efficiently manage departmental/electronic diaries for the team and arrangemeetings as and when required. 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 inperson. AfC approved + updated on 23rd October 2019 (Clustered with CAJE 0670) Team Administrator Band 4Page 2 of 5 To ensure that all patients and visitors are received in a courteous and efficient manner. To be responsible for ensuring referrals to the team are processed efficiently and respond to urgent referrals when necessary, making sure they are passed on to a senior member of the team. To facilitate effective communication within the team by providing team members with messages and information. To scan and upload medical results onto computerised data management systems, ensuring that the data is accurate and up to date. To be responsible for providing monthly returns on the Care Programme Approach (CPA) and other monthly performance indicators in a timely manner. To extract data and provide other returns as requested. To assist the Performance Manager, if required, in retrieving data to be included in quarterly and annual performance reports which are circulated both internally and externally. To be responsible for completing absence returns for the positive payroll system. To produce and circulate agendas, take minutes at team meetings and distribute these as appropriate. To undertake audio typing on a regular basis, if required . To establish and maintain an effective filing system. To ensure that computerised records of patient information are maintained and updated. To liaise with Facilities regarding small building maintenance issues and where appropriate coordinate all the Facilities services provided to the team including domestic, catering and security. 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 relevant manager regarding any problems. To manage outpatient clinics and reception, depending on the service provision. To ensure that all post is opened, date stamped, distributed accordingly, where necessary to be uploaded onto RiO. To implement and contribute to policy and service development in relation to own area as required.
Job description
Job responsibilities
To provide administrative support to colleagues, which could include doctors, ClinicalPsychologists, Psychotherapists, Occupational Therapists, and other levels of staff. Ensuring that all tasks are accurately and efficiently carried out according to priority. To effectively and efficiently manage departmental/electronic diaries for the team and arrangemeetings as and when required. 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 inperson. AfC approved + updated on 23rd October 2019 (Clustered with CAJE 0670) Team Administrator Band 4Page 2 of 5 To ensure that all patients and visitors are received in a courteous and efficient manner. To be responsible for ensuring referrals to the team are processed efficiently and respond to urgent referrals when necessary, making sure they are passed on to a senior member of the team. To facilitate effective communication within the team by providing team members with messages and information. To scan and upload medical results onto computerised data management systems, ensuring that the data is accurate and up to date. To be responsible for providing monthly returns on the Care Programme Approach (CPA) and other monthly performance indicators in a timely manner. To extract data and provide other returns as requested. To assist the Performance Manager, if required, in retrieving data to be included in quarterly and annual performance reports which are circulated both internally and externally. To be responsible for completing absence returns for the positive payroll system. To produce and circulate agendas, take minutes at team meetings and distribute these as appropriate. To undertake audio typing on a regular basis, if required . To establish and maintain an effective filing system. To ensure that computerised records of patient information are maintained and updated. To liaise with Facilities regarding small building maintenance issues and where appropriate coordinate all the Facilities services provided to the team including domestic, catering and security. 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 relevant manager regarding any problems. To manage outpatient clinics and reception, depending on the service provision. To ensure that all post is opened, date stamped, distributed accordingly, where necessary to be uploaded onto RiO. To implement and contribute to policy and service development in relation to own area as required.
Person Specification
Training & Qualifications
Essential
- NVQ Business Administration level 2 or 3 or willingness to work towards achieving it
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Experience
Essential
- Demonstrable and strong experience of administrative & secretarial work, managing a busy workload
- Intermediate, recent and demonstrable IT software experience - internet based, databases, information systems and key MS office packages
- Experience of working within a multi disciplinary team
- Experience of providing helpful and efficient customer service
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of operating and maintaining a management information system, database or similar
- Supervisory experience in an administrative/clerical environment
- Experience of community working
Person Specification
Training & Qualifications
Essential
- NVQ Business Administration level 2 or 3 or willingness to work towards achieving it
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Experience
Essential
- Demonstrable and strong experience of administrative & secretarial work, managing a busy workload
- Intermediate, recent and demonstrable IT software experience - internet based, databases, information systems and key MS office packages
- Experience of working within a multi disciplinary team
- Experience of providing helpful and efficient customer service
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of operating and maintaining a management information system, database or similar
- Supervisory experience in an administrative/clerical environment
- Experience of community working
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).
