Job summary
An exciting opportunity has arisen for an Administrator to join our friendly and supportive team. We are looking for a conscientious and reliable person to work in the NW CMHT for Older People team, based at Unither House, Chertsey.
The NW CMHT for Older People is a community-based service, which provides specialist treatment and support for people who have severe and enduring mental health problems, and Dementia living in the Spelthorne, Woking, Runnymede and West Elmbridge areas, and registered with a local GP.
Main duties of the job
The post holder will be responsible for the provision of a high-quality administrative and secretarial service to the multidisciplinary team. This is a great opportunity, if you would like to be part of a forward-thinking team. You will need to have good organisational and interpersonal skills, an eye for detail and experience in a busy office environment. We are looking for a person who is hard working, flexible and able to prioritise their work and who wants to be part of a highly motivated and enthusiastic team.
The post includes general office duties consisting of inputting patient details on electronic record system (SystmOne), supporting clinical staff, filing, photocopying, sorting post, liaising with patients, GPs and hospital medical, dealing with enquiries by email, letter and telephone. It will also involve covering the telephone for enquiries into the team. The successful candidate will have excellent clerical and typing skills and be able to communicate effectively with both patients and staff. Although not essential, knowledge of SystmOne would be desirable.
For an informal discussion or visit to the team please telephone Deborah Garland on Tel: 01932587033.
About us
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of mental health, learning disability, neurodevelopmental and drug and alcohol services in Surrey and North East Hampshire. We support people of all ages and are passionate about providing high quality care that is delivered at the right time as close to home as possible to help people recover and stay well.
We are one of the top 10 mental Health, Learning Disability and Community Trust to work for nationwide. Our Trust is an inclusive and supportive employer that offers a wide range of staff networks, flexible working, free parking and excellent health and wellbeing support. We also provide a wide range of opportunities to help staff develop and progress.
Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast. Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach. For international travel, both Gatwick and Heathrow airports are nearby.
Please note that we reserve the right to close posts as soon as sufficient applications are received.
We look forward to receiving your application!
Job description
Job responsibilities
- Being the first point of contact for people who use our services by answering telephone enquiries/messages and transmit to team members according to priorities; maintaining a helpful and courteous manner at all times
- To be responsible for maintaining the confidentiality and security of client data in accordance with Trust policy
- To be able to use Systmone, our electronic patient record system. This will include uploading and scanning documentation recorded in the Systmone. (Training will be given)
- To undertake secretarial duties including typing letters to GPs/other health care professionals to support the administration team.
- Undertake typing of letters, memos & reports as required.
- To book and manage the nurse led diagnostic clinics in Systmone that take place within the CMHTOP.
- Answer and respond to any queries staff have on a day-to-day basis
- Ensure all staff enter their appointments for the day in their systmOne diary
- To provide cross cover of administration duties within the North-West community mental health teams as required.
- Complete monthly patient notes audits and Record Keeping Audits
- Receive and upload Your Views Matter (YVM) surveys
- Distribution and date-stamping of all incoming/outgoing post.
- Support team members in liaising with service users /relatives/carers/secretaries/GPs and other relevant care agencies.
- Maintain an effective filing system, including retrieval of files from archive storage.
- Photocopying and maintaining stocks of relevant forms and leaflets for team use
- Undertake SBS ordering for the team.
- Coordinate and book rooms for meetings and clients appointments
- To liaise with estates dept regarding any repairs required within the base in order to maintain a safe working environment.
- To implement Trust and Team policies/procedures and propose changes to practices if necessary.
- To support the team in managing mandatory/statutory training matrix.
- Any other appropriate duties as requested by Lead Administrator, Team Lead, or Sector Manager
Please see Job Description for further details of main responsibilities.
Job description
Job responsibilities
- Being the first point of contact for people who use our services by answering telephone enquiries/messages and transmit to team members according to priorities; maintaining a helpful and courteous manner at all times
- To be responsible for maintaining the confidentiality and security of client data in accordance with Trust policy
- To be able to use Systmone, our electronic patient record system. This will include uploading and scanning documentation recorded in the Systmone. (Training will be given)
- To undertake secretarial duties including typing letters to GPs/other health care professionals to support the administration team.
- Undertake typing of letters, memos & reports as required.
- To book and manage the nurse led diagnostic clinics in Systmone that take place within the CMHTOP.
- Answer and respond to any queries staff have on a day-to-day basis
- Ensure all staff enter their appointments for the day in their systmOne diary
- To provide cross cover of administration duties within the North-West community mental health teams as required.
- Complete monthly patient notes audits and Record Keeping Audits
- Receive and upload Your Views Matter (YVM) surveys
- Distribution and date-stamping of all incoming/outgoing post.
- Support team members in liaising with service users /relatives/carers/secretaries/GPs and other relevant care agencies.
- Maintain an effective filing system, including retrieval of files from archive storage.
- Photocopying and maintaining stocks of relevant forms and leaflets for team use
- Undertake SBS ordering for the team.
- Coordinate and book rooms for meetings and clients appointments
- To liaise with estates dept regarding any repairs required within the base in order to maintain a safe working environment.
- To implement Trust and Team policies/procedures and propose changes to practices if necessary.
- To support the team in managing mandatory/statutory training matrix.
- Any other appropriate duties as requested by Lead Administrator, Team Lead, or Sector Manager
Please see Job Description for further details of main responsibilities.
Person Specification
Qualifications
Essential
- Educated to GCSE level grade C (4+) or above including English and Maths.
- NVQ 3 in administration or equivalent experience to that level
Desirable
- ECDL or equivalent qualification would be an advantage.
Experience
Essential
- Experience of working in a busy office environment with a good knowledge of using MS Office applications particularly MS Outlook and Excel.
- Has knowledge of working with Personal Data, confidentiality and Information Governance best practice
Desirable
- Experience of working with health records or in a clinical environment would be an advantage
- Proven evidence of working with electronic records/document management systems
Person Specification
Qualifications
Essential
- Educated to GCSE level grade C (4+) or above including English and Maths.
- NVQ 3 in administration or equivalent experience to that level
Desirable
- ECDL or equivalent qualification would be an advantage.
Experience
Essential
- Experience of working in a busy office environment with a good knowledge of using MS Office applications particularly MS Outlook and Excel.
- Has knowledge of working with Personal Data, confidentiality and Information Governance best practice
Desirable
- Experience of working with health records or in a clinical environment would be an advantage
- Proven evidence of working with electronic records/document management systems
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.
