Job summary
Tameside and Glossop Early Attachment Service
Team Administrator - Band 4 - 0.6 wte (22.5 hours)
An exciting opportunity has arisen to work within the nationally recognised Tameside and Glossop Early Attachment Service, one of the ten specialist Parent-Infant Mental Health (PIMH) services that sit within Greater Manchester's Perinatal and Parent Infant Service's Model. The service works to support parents, infants and young children to develop good quality relationships right from the start.
We are looking for a dedicated and experienced Team Administrator to work within a creative, passionate and highly specialist parent-infant and early years mental health service. This post is a job-share we are able to offer 3 days (22.5 hours) at Band 4 to cover the service and work collaboratively with the current post holder.
We are looking for someone with highly developed people skills who is able to show professionalism and compassion to service users and to liaise with a wide range of professionals at the front door of our service.
This role is office based and applicants must be able to work both independently and collaborative with the current post holder.
Main duties of the job
- Lead and direct the administration of the service with a positive and fair approach.
- Be the first point of contact for professionals and service users taking a friendly and helpful approach
- Provide full medical secretarial service which includes typing letters, psychological reports, non-clinical correspondence and minutes of meetings.
- Provide administrative oversight of the Service referrals, data and activity.
- Act as a liaison for patients, clinicians, GP's and nursing staff, Medical Records and other agencies, both over the phone and face-to-face contact.
- Liaise with Senior Managers and Clinical Leads regarding referrals and assessments.
- Liaise with professionals from other services regarding referral/patient related information
- Ensure case history notes are tracked on electronic systems to and from Medical Records.
- Deal with general enquiries from patients/relatives and referrers also being able to deal with emotional/distressed patients over the phone or in person.
- Use the relevant computer systems.
- To be able to prioritise and manage own workload unsupervised.
- Participate in managerial supervision on a monthly basis.
- To attend to the Trust's administration team meetings and Service admin meetings
About us
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across the lifespan and across the five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop. Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our #PennineCarePeople and do everything we can to make sure we're a great place to work. All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
Job description
Job responsibilities
Lead and direct the administration of the service with a positive and fairapproach. Provision of full medical secretarial service which includes typing letters,psychological reports, non-clinical correspondence and minutes of meetings. Audio / shorthand as required, prioritising workload. Use email. Send faxes asrequired. Attend to photocopying. Provide administrative oversight of the Service referrals and activity Coordinate a daily referral record of all referrals into service and monitorresponse times Plan and schedule activity for the service on a day-to-day basis. Linking of reports with case notes where applicable Ensure correspondence is uploaded onto EPR. Maintain an up to date appointments electronic diary and liaise with the multidisciplinary team.
Opening, sorting and distributing incoming post. Maintain office filing system and stationery. Act as a liaison for patients, clinicians, GPs and nursing staff, Medical Recordsand other agencies, both over the phone and face-to-face contact. Liaise with Senior Managers and Clinical Leads regarding referrals andassessments. Type multi-disciplinary clinical team meetings and file appropriately Ensure case history notes are tracked on electronic systems to and from MedicalRecords. Take telephone messages and / or take messages from answer-phone daily. Deal with general enquiries from patients/relatives and referrers also being ableto deal with emotional/distressed patients over the phone or in person. Liaise with Mental Health Teams, Practitioners and Local Authority staff as part ofthe family care team. Ensure all claims forms / time sheets are completed and sent within the allocatedtime limit. To attend meetings, training and briefing sessions appropriate to the role andtake notes for feedback to colleagues. Take minutes at meetings Use the relevant computer systems. To be able to prioritise and manage own workload unsupervised. Formalmanagerial supervision is provided on a monthly basis. To attend to the Trusts administration team meetings and Service adminmeetings
To oversee the appointment booking system with the team, ensuring allappointments and client information is recorded on PARIS. To report anypotential problems to the operational co-ordinator. To become involved in theadministrative process for booking new patient appointments. To lead on the development of a data base for the recording of information inrelation to referrals, response times, pathway and discharge data Take key responsibility for maintaining and inputting to the service data base andother IT systems for the production of accurate and timely data. Work in collaboration with the Trusts Performance Team for providing andresponding to requests for information Provide data as required for analysis by Pennine Care Trust NHS Trust includingmonitoring referral times and taking necessary action to address and alleviatepotential problems. To ensure that stationary supplies are ordered in a timely manner and withindefined budgets. Responsibility for ensuring that staff records are recorded on ESR. Ensuring that an efficient and courteous service is offered to all service users andthat confidentiality is strictly maintained. Ensure visitors or callers to the service feel welcomed and are responded to in atimely manner, both in person or over the telephone. Be representative of the Local Records Manager with awareness of all policiesand procedures in relation to health records. Oversee the administration of training provided by the service including roombookings, delegate list, resources Any other duties commensurate with the post, as instructed by the clinical lead
Job description
Job responsibilities
Lead and direct the administration of the service with a positive and fairapproach. Provision of full medical secretarial service which includes typing letters,psychological reports, non-clinical correspondence and minutes of meetings. Audio / shorthand as required, prioritising workload. Use email. Send faxes asrequired. Attend to photocopying. Provide administrative oversight of the Service referrals and activity Coordinate a daily referral record of all referrals into service and monitorresponse times Plan and schedule activity for the service on a day-to-day basis. Linking of reports with case notes where applicable Ensure correspondence is uploaded onto EPR. Maintain an up to date appointments electronic diary and liaise with the multidisciplinary team.
Opening, sorting and distributing incoming post. Maintain office filing system and stationery. Act as a liaison for patients, clinicians, GPs and nursing staff, Medical Recordsand other agencies, both over the phone and face-to-face contact. Liaise with Senior Managers and Clinical Leads regarding referrals andassessments. Type multi-disciplinary clinical team meetings and file appropriately Ensure case history notes are tracked on electronic systems to and from MedicalRecords. Take telephone messages and / or take messages from answer-phone daily. Deal with general enquiries from patients/relatives and referrers also being ableto deal with emotional/distressed patients over the phone or in person. Liaise with Mental Health Teams, Practitioners and Local Authority staff as part ofthe family care team. Ensure all claims forms / time sheets are completed and sent within the allocatedtime limit. To attend meetings, training and briefing sessions appropriate to the role andtake notes for feedback to colleagues. Take minutes at meetings Use the relevant computer systems. To be able to prioritise and manage own workload unsupervised. Formalmanagerial supervision is provided on a monthly basis. To attend to the Trusts administration team meetings and Service adminmeetings
To oversee the appointment booking system with the team, ensuring allappointments and client information is recorded on PARIS. To report anypotential problems to the operational co-ordinator. To become involved in theadministrative process for booking new patient appointments. To lead on the development of a data base for the recording of information inrelation to referrals, response times, pathway and discharge data Take key responsibility for maintaining and inputting to the service data base andother IT systems for the production of accurate and timely data. Work in collaboration with the Trusts Performance Team for providing andresponding to requests for information Provide data as required for analysis by Pennine Care Trust NHS Trust includingmonitoring referral times and taking necessary action to address and alleviatepotential problems. To ensure that stationary supplies are ordered in a timely manner and withindefined budgets. Responsibility for ensuring that staff records are recorded on ESR. Ensuring that an efficient and courteous service is offered to all service users andthat confidentiality is strictly maintained. Ensure visitors or callers to the service feel welcomed and are responded to in atimely manner, both in person or over the telephone. Be representative of the Local Records Manager with awareness of all policiesand procedures in relation to health records. Oversee the administration of training provided by the service including roombookings, delegate list, resources Any other duties commensurate with the post, as instructed by the clinical lead
Person Specification
Education/Qualifications
Essential
- SA2 typing / Word Processing
- Good level of general education including GCSE English and numeracy skills
- NVQ level 4 or equivalent experience
- Competence with working on Microsoft Office suite.
Desirable
- o Shorthand qualification
- PDCMS or similar qualification.
- NHS experience or working within a busy office environment
Experience
Essential
- Experience in general office / secretarial work o Experience in setting up computer files and spread sheets. o Experience of minute taking and accurate recording of meetings o Audio typing o Proficient in the use of electronic patient records
Desirable
- Experience of NCRS/ Paris o Experience of SMART o Involvement in supporting Audit activity o Experience of procurement
Knowledge
Essential
- Good written and spoken English o Office systems and procedures o Diary management and appointment booking using manual and computerised systems
Desirable
- Familiarity with hospital records system
Skills and Adbilities
Essential
- o Sensitivity to people with mental health problems o Able to prioritise workload o Ability to demonstrate a methodical, organised and flexible approach to workProven ability to communicate and maintain effective relationships with people at various levels, both orally and in writing o Ability to work as a member of a team and on own initiative o Ability to respond to queries and simple problem solving o Ability to follow procedures and undertake duties in accordance with departmental policies o Effective communication (verbal and written) skills in order to communicate with all levels of the organisation. o Able to handle sensitive information with utmost discretion. o Ability to maintain a high level of confidentiality and discretion at all times. o Good interpersonal skills in order to liaise effectively with people at all levels. o Able to work to deadlines and under pressure. o Friendly demeanour and able to put people at ease and be able to relate well to children and adults o Able to work on own initiative without close supervision. o Capable of prioritising and organising own workload and that of others. o Ability to plan and develop systems o Able to motivate others o Staff management o Able to work as a member of a team. o Able to conduct staff appraisals and setting objectives in line with Trust objectives and KPI's Highly motivated and a professional approach. o Pragmatic
Work Related Circumstances
Essential
- bility to work flexibly to meet the needs of the service which may involve occasional travelling between clinical sites and evening or weekend working if required. o Setting up manual and electronic filing systems o Commitment to providing a high quality of service o Ability to remain calm under pressure o Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs o Willing to carry out all duties and responsibilities of the post in accordance with the Trust's Equal Opportunities and Equality and Diversity policies o Appointments to regulated and controlled activities require an enhanced DBS disclosure.
Person Specification
Education/Qualifications
Essential
- SA2 typing / Word Processing
- Good level of general education including GCSE English and numeracy skills
- NVQ level 4 or equivalent experience
- Competence with working on Microsoft Office suite.
Desirable
- o Shorthand qualification
- PDCMS or similar qualification.
- NHS experience or working within a busy office environment
Experience
Essential
- Experience in general office / secretarial work o Experience in setting up computer files and spread sheets. o Experience of minute taking and accurate recording of meetings o Audio typing o Proficient in the use of electronic patient records
Desirable
- Experience of NCRS/ Paris o Experience of SMART o Involvement in supporting Audit activity o Experience of procurement
Knowledge
Essential
- Good written and spoken English o Office systems and procedures o Diary management and appointment booking using manual and computerised systems
Desirable
- Familiarity with hospital records system
Skills and Adbilities
Essential
- o Sensitivity to people with mental health problems o Able to prioritise workload o Ability to demonstrate a methodical, organised and flexible approach to workProven ability to communicate and maintain effective relationships with people at various levels, both orally and in writing o Ability to work as a member of a team and on own initiative o Ability to respond to queries and simple problem solving o Ability to follow procedures and undertake duties in accordance with departmental policies o Effective communication (verbal and written) skills in order to communicate with all levels of the organisation. o Able to handle sensitive information with utmost discretion. o Ability to maintain a high level of confidentiality and discretion at all times. o Good interpersonal skills in order to liaise effectively with people at all levels. o Able to work to deadlines and under pressure. o Friendly demeanour and able to put people at ease and be able to relate well to children and adults o Able to work on own initiative without close supervision. o Capable of prioritising and organising own workload and that of others. o Ability to plan and develop systems o Able to motivate others o Staff management o Able to work as a member of a team. o Able to conduct staff appraisals and setting objectives in line with Trust objectives and KPI's Highly motivated and a professional approach. o Pragmatic
Work Related Circumstances
Essential
- bility to work flexibly to meet the needs of the service which may involve occasional travelling between clinical sites and evening or weekend working if required. o Setting up manual and electronic filing systems o Commitment to providing a high quality of service o Ability to remain calm under pressure o Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs o Willing to carry out all duties and responsibilities of the post in accordance with the Trust's Equal Opportunities and Equality and Diversity policies o Appointments to regulated and controlled activities require an enhanced DBS disclosure.
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).
