Team Administrator

Job description

Job responsibilities

Main Duties and Responsibilities

Lead and direct the administration of the service with a positive and fair approach.

Provision of full medical secretarial service to the CAMHS team which includes typing letters, psychiatric reports, non-clinical correspondence and minutes of meetings. Audio / shorthand as required, prioritising workload. Use email. Send faxes as required. Attend to photocopying.

Provide administrative oversight of the rapid response teams referral and activity

Coordinate a daily referral record of all referrals into service and monitor response times

Plan and schedule activity for the service on a day-to-day basis.

Linking of investigation reports, X-rays, scans etc with case notes where applicable

File correspondence sequentially in hospital case notes.

Maintain an up to date appointments electronic diary and liaise with the multi- disciplinary team.

Arrange, where applicable, interviews with relatives, medical representatives, assessments, home visits and response to CYP in crisis.

Opening, sorting and distributing incoming post.

Maintain office filing system and stationery.

Act as a liaison for patients, clinicians, GPs 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.

Type multi-disciplinary clinical team meetings and file appropriately

Ensure case history notes are tracked on electronic systems to and from Medical Records.

Take telephone messages and / or take messages from answer-phone daily.

Deal with general enquiries from patients/relatives and referrers also being able to deal with emotional/distressed patients over the phone or in person.

Liaise with Mental Health Teams, Practitioners and Local Authority staff as part of the young persons care team.

Ensure all claims forms / time sheets are completed and sent within the allocated time limit.

To attend meetings, training and briefing sessions appropriate to the role and take notes for feedback to colleagues.

Take minutes at meetings

Use the relevant computer systems.

To be able to prioritise and manage own workload unsupervised. Formal managerial supervision is provided on a monthly basis.

To attend to the Trusts administration team meetings

Effectively manage and supervise secretarial staff within the wider crisis pathway in order to ensure the smooth running and expansion of the administrative department within this service, when required.

Constantly evaluate the organisational performance of the team and implement any developmental needs including encouragement and support of further training.

Create and achieve a balance in the secretarial teams workload by delegating work and monitoring the situation on a daily basis.

Oversee and monitor cashiering service within the service.

Be responsible for conducting Personal Development Plans and yearly appraisals process within the secretariat as requested

In conjunction with the service lead, to have responsibility for the recruitment and selection process within the administrative department including assistance with writing job descriptions, devising person specifications, assessing skill mix for vacant posts, advertising and interviewing potential candidates.

Organise the provision of temporary secretarial and / or clerical staff as and when necessary.

Provide cross cover to the community CAMHS teams as requested and when required

Manage information systems including configuring and implementing PARIS in accordance with directives from the Project Leader.

To oversee the appointment booking system with the team, ensuring all appointments and client information is recorded on PARIS. To report any potential problems to the operational co-ordinator. To become involved in the administrative process for booking new patient appointments.

To lead on the development of a data base for the recording of information in relation to referrals, response times, admission and discharge data, out of area placements.

Take key responsibility for maintaining and inputting to the service data base and other IT systems for the production of accurate and timely data.

Work in collaboration with the Trusts Performance Team for providing and responding to requests for information

Provide weekly statistical data for analysis by Pennine Care Trust NHS Trust including monitoring referral times and taking necessary action to address and alleviate potential problems.

To ensure that stationary supplies are ordered in a timely manner and within defined budgets.

Responsibility for ensuring that staff records are recorded on ESR.

Ensuring that an efficient and courteous service is offered to all service users and that confidentiality is strictly maintained.

Ensure visitors or callers to the service feel welcomed and are responded to in a timely manner, both in person or over the telephone.

Be representative of the Local Records Manager with awareness of all policies and procedures in relation to health records.

Attendance at Senior Management Team and Governance Meetings in the absence of the Outpatient Manager if requested.

Any other duties commensurate with the post, as instructed by the operational co-ordinator.

Person Specification

Education/qualification

Essential

• RSA2 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.

Experience

Essential

• Experience in general office / secretarial work
• Experience in setting up computer files and spread sheets.
• Experience of minute taking and accurate recording of meetings
• Audio typing
• Proficient in the use of electronic patient records

Knowledge

Essential

• Good written and spoken English
• Office systems and procedures
• Diary management and appointment booking using manual and computerised systems

Skills and Abilities

Essential

• Sensitivity to people with mental health problems
• Able to prioritise workload
• Ability to demonstrate a methodical, organised and flexible approach to work
• Proven ability to communicate and maintain effective relationships with people at various levels, both orally and in writing
• Ability to work as a member of a team and on own initiative
• Ability to respond to queries and simple problem solving
• Able to handle sensitive information with utmost discretion.
• Able to work on own initiative without close supervision.
• Staff management
• Able to conduct staff appraisals and setting objectives in line with Trust objectives and KPI's

Work Related Circumstances

Essential

• Ability 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.
• Setting up manual and electronic filing systems
• Commitment to providing a high quality of service
• Ability to remain calm under pressure
• Willing to carry out all duties and responsibilities of the post in accordance with the Trust's Equal Opportunities and Equality and Diversity policies
• 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.

Certificate of Sponsorship

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).

Employer details

Employer name

Pennine Care NHS FT

Address

#Thrive, The Croft Shifa Health Centre

Bellfield Rd

Rochdale

OL16 2UP

Employer's website

https://www.penninecare.nhs.uk (Opens in a new tab)