Job summary
To provide high-quality reception, front of house, clerical and administrative service to patients, service users, carers and anyone who accesses the Eating Disorders Service.
The post holder will be responsible for ensuring the provision of an efficient, focused administrative service, supporting the achievement of the service and to organise and plan the work of administrative and secretarial services across the range of administrative functions that underpin the patient pathway.
Main duties of the job
To provide a high-quality reception, administrative and clerical service.
The post holder must be comfortable working with varied professional groups.
An aptitude for continuous improvement and innovation is encouraged.
The post holder will be responsible for ensuring the provision of an efficient, focused administrative service and to organise and plan the work of administrative and secretarial services across the range of administrative functions that underpin the patient pathway.
The post holder will work closely with the Admin Team and Admin Managers to support them to oversee the Eating Disorder Service.
To co-ordinate the administrative function and duties within the teams to deliver an efficient and effective service that supports, complies and aligns with the Trust values, policies and the provision of a high-quality service and care.
Responsible for ensuring compliance with Trust policies and local protocols such as Data Protection, Data Quality and Record Keeping, Health and Safety, Security and Fire Safety within the administration team.
The post holder will be an active team member who supports and contributes to the effective operation of a multi-disciplinary team.
About us
Barnet, Enfield and Haringey Mental Health NHS Trust provides local, regional and national award-winning healthcare services. We have more than 3,300 staff working out of 20 main sites serving a population of 1.2 million people.We provide community health services and mental health services for the young, adults and older people.
We are an organisation that prides itself on developing the leadership capabilities of its employees, looking after their health and wellbeing, creating safe spaces for staff to speak up and providing opportunities to mentor and be mentored.Our employees are the reason for delivering Good CQC ratings, excellent outcomes and outstanding patient experiences, so it is our aim to create a happy and healthy working environment where you can thrive and succeed.
Job description
Job responsibilities
- Covering reception for outpatients services
- Will be arranging and booking assessment appointments following triage process using Outlook Calendar and RIO. Creating appointment letters and sending to patients/NOK.
- Monitoring emails and completing daily tasks received from consultants and clinicians including clinic letters/discharge letters and queries.
- Answering phone calls and taking messages and dealing with queries.
- Being front of house, welcoming patients and carers.
- Processing referrals received from GPs. Open and close referrals. Printing referrals to process for screening.
- Creating clinic letters for Consultants/ clinicians to send to the GP and patient.
- Booking and arranging transport for patients to attend appointments
- To ensure all messages given verbally, in writing or by telephone are passed on to the correct discipline within reasonable/an agreed timescale.
- To take minutes of meetings, e.g., clinical governance, business meeting etc.
- To process office stationery and procurement orders/invoices.
- To maintain accurate records for service users.
- To undertake any other duties as may reasonably be required of you by the service.
Job description
Job responsibilities
- Covering reception for outpatients services
- Will be arranging and booking assessment appointments following triage process using Outlook Calendar and RIO. Creating appointment letters and sending to patients/NOK.
- Monitoring emails and completing daily tasks received from consultants and clinicians including clinic letters/discharge letters and queries.
- Answering phone calls and taking messages and dealing with queries.
- Being front of house, welcoming patients and carers.
- Processing referrals received from GPs. Open and close referrals. Printing referrals to process for screening.
- Creating clinic letters for Consultants/ clinicians to send to the GP and patient.
- Booking and arranging transport for patients to attend appointments
- To ensure all messages given verbally, in writing or by telephone are passed on to the correct discipline within reasonable/an agreed timescale.
- To take minutes of meetings, e.g., clinical governance, business meeting etc.
- To process office stationery and procurement orders/invoices.
- To maintain accurate records for service users.
- To undertake any other duties as may reasonably be required of you by the service.
Person Specification
Education and Training
Essential
- NVQ3 or equivalent or relevant practical experience
Knowledge
Essential
- Full range of administrative procedures, software programmes
- Relevant Trust policies and procedures
Experience
Essential
- Managing busy workload and conflicting priorities
- Handling confidential and sensitive information in accordance with the Data Protection Act
- Working in a team
Desirable
- Supervision of at least one member of staff
Skills and Abilities
Essential
- Good knowledge and proficiency of Microsoft packages to include Word, Excel, PowerPoint, Outlook
- Good knowledge and proficiency of Trust systems to include, RiO, Agresso and eRostering
- Excellent verbal and written communication
- Keyboard skills to ensure accuracy, speed and optimum use of functions
Person Specification
Education and Training
Essential
- NVQ3 or equivalent or relevant practical experience
Knowledge
Essential
- Full range of administrative procedures, software programmes
- Relevant Trust policies and procedures
Experience
Essential
- Managing busy workload and conflicting priorities
- Handling confidential and sensitive information in accordance with the Data Protection Act
- Working in a team
Desirable
- Supervision of at least one member of staff
Skills and Abilities
Essential
- Good knowledge and proficiency of Microsoft packages to include Word, Excel, PowerPoint, Outlook
- Good knowledge and proficiency of Trust systems to include, RiO, Agresso and eRostering
- Excellent verbal and written communication
- Keyboard skills to ensure accuracy, speed and optimum use of functions
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).
