Job summary
Duty Administrator for Community Mental Health Hubs in Hillingdon, Handling referrals/inboxes into the service and communicating with GPs, Service Users and the multidisciplinary teams.
Main duties of the job
- To screen referrals coming in to the service and add to the waiting list for triage at the daily meeting
- To attend daily meetings and ensure the clinical plans are communicated to the appropriate team members, external staff and partner organisations
- To work independently without close supervision, prioritising own workload in a busy environment with frequently conflicting demands, knowing when to escalate issues or concerns and when to ask for support or assistance from others
- To be able to work using the Microsoft package Word, Excel and Outlook and including MS Teams, Zoom and other digital and virtual platforms as required
- Management of booking screens ensuring appointments are booked within KPI time frames
- To deal with telephone enquiries taking action where necessary.
- To provide a meet and greet service for the reception when cover is required, dealing with patients and members of the public in an informed, empathetic manner.
- To regularly collect and distribute internal and external mail.
- To be able to meet deadlines and to manage time effectively.
- To receive and actively contribute in regular supervision and annual appraisals with line manager.
About us
We're an outpatient multidisciplinary team with many different departments. You'll be working with Directors, Managers, Occupational Therapists, Doctors, Nurses, Employment Specialists and Psychologists. It's a busy role but you'll be surrounded and supported by all members of staff. Training will be available for the role.
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. "Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024."
As such, if you don't meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
Job description
Job responsibilities
To provide comprehensive administrative support to the duty team
To screen referrals coming in to the service and add to the waiting list for triage at the daily meeting
- To attend daily meetings and ensure the clinical plans are communicated to the appropriate team members, external staff and partner organisations
- To work independently without close supervision, prioritising own workload in a busy environment with frequently conflicting demands, knowing when to escalate issues or concerns and when to ask for support or assistance from others
- To be able to work using the Microsoft package Word, Excel and Outlook and including MS Teams, Zoom and other digital and virtual platforms as required
- Management of booking screens ensuring appointments are booked within KPI time frames
- To deal with telephone enquiries taking action where necessary.
- To provide a meet and greet service for the reception when cover is required, dealing with patients and members of the public in an informed, empathetic manner.
- To regularly collect and distribute internal and external mail.
- To be able to meet deadlines and to manage time effectively.
- To receive and actively contribute in regular supervision and annual appraisals with line manager.
Communication
To attend and actively participate in any relevant team meetings and training sessions as required.
To liaise closely with all colleagues on matters relating to client care, service organisation and delivery.
To establish and maintain effective lines of communication within the team with service users and with acute and community services/agencies including voluntary services.
Learning and Development
Comply with all mandatory training as identified for the post.
To carry out any training identified in appraisals and supervision sessions.
Job description
Job responsibilities
To provide comprehensive administrative support to the duty team
To screen referrals coming in to the service and add to the waiting list for triage at the daily meeting
- To attend daily meetings and ensure the clinical plans are communicated to the appropriate team members, external staff and partner organisations
- To work independently without close supervision, prioritising own workload in a busy environment with frequently conflicting demands, knowing when to escalate issues or concerns and when to ask for support or assistance from others
- To be able to work using the Microsoft package Word, Excel and Outlook and including MS Teams, Zoom and other digital and virtual platforms as required
- Management of booking screens ensuring appointments are booked within KPI time frames
- To deal with telephone enquiries taking action where necessary.
- To provide a meet and greet service for the reception when cover is required, dealing with patients and members of the public in an informed, empathetic manner.
- To regularly collect and distribute internal and external mail.
- To be able to meet deadlines and to manage time effectively.
- To receive and actively contribute in regular supervision and annual appraisals with line manager.
Communication
To attend and actively participate in any relevant team meetings and training sessions as required.
To liaise closely with all colleagues on matters relating to client care, service organisation and delivery.
To establish and maintain effective lines of communication within the team with service users and with acute and community services/agencies including voluntary services.
Learning and Development
Comply with all mandatory training as identified for the post.
To carry out any training identified in appraisals and supervision sessions.
Person Specification
Essential
Essential
- experience within an office/NHS environment
- Experience of working in a complex and fast paced environment
- Good typing speed (40WPM)
- Excellent knowledge of Microsoft Office Package
- Qualifications in English and Mathematics
- Ability to work as part of a team and unsupervised
Desirable
- Familiarity with medical terminology
- Experience of using SystmOne
- Experience of working in a mental health care setting
- Experience of working as an administrator in an outpatient setting
- Ability to work with competing priorities and within agreed time scales
Person Specification
Essential
Essential
- experience within an office/NHS environment
- Experience of working in a complex and fast paced environment
- Good typing speed (40WPM)
- Excellent knowledge of Microsoft Office Package
- Qualifications in English and Mathematics
- Ability to work as part of a team and unsupervised
Desirable
- Familiarity with medical terminology
- Experience of using SystmOne
- Experience of working in a mental health care setting
- Experience of working as an administrator in an outpatient setting
- Ability to work with competing priorities and within agreed time scales
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.
