Job summary
To work as part of the Older Persons Mental Health administration team and liaise with users of the service, carers and other voluntary and non statutory agencies. To provide administration and clerical support within a mental health environment. Monitor and maintain departmental quality standards within the scope of the job description. Ensure a friendly and professional ethos within the team/department for patients and staff.
Main duties of the job
Receiving referrals, ensuring they are passed onto the appropriate clinician for triage and maintaining a database of all new accepted referrals. Inputting referrals onto Rio our primary electronic database, checking for all demographics and upload of any relevant documents. Contacting Service Users, arranging appointments, and sending out any follow up appointment letters as and when necessary. To provide secretarial support to members of the OPMH Team including doctors, social workers and nurses to include taking messages and passing onto the appropriate team members in an efficient and professional manner. Ensuring all messages are accurate and recorded appropriately and seeking advice where necessary, respecting patient confidentiality at all time. To type assessment summaries, reports, documents and other letters ensuring confidentiality of patient records is maintained according to the data protection and Caldicott Guardianship guidelines. To support the Admin Team Leader to ensure that at all times sufficient cover is available to carry out the duties of the team. To perform any ad hoc duties as and when required, this can include assisting with covering reception. Attending meetings and taking minutes and distributing them in a timely manner which are all consistent with the nature of the post in consultation with the Admin Team Leader. Using the Logit system as appropriate for IT issues and queries. Assisting other administration teams across the Trust as and when required.
About us
Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, bringing together expertise from across mental health, learning disabilities, community, and physical health services. We are dedicated to delivering compassionate, high-quality, and accessible care to the diverse communities of Hampshire and the Isle of Wight.
With over 13,000 dedicated staff working across more than 300 sites, we place patients and staff at the centre of everything we do. Our goal is to create an integrated healthcare system that improves accessibility and ensures more consistent care for patients. By working together, we aim to improve patient outcomes, drive innovation, and meet the unique needs of the populations we serve.
Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust. This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time.
Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight. We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Person Specification
Qualifications
Essential
- Excellent standard of written and oral English to GCSE, O level grade A to C.
- RSA II or equivalent.
- Experience in typing and word processing.
- Previous experience of working as a secretary/administrator.
Desirable
- RSA III in typing.
- Qualifications in minute taking and administration.
- Medical Terminology.
Experience
Essential
- Experience of establishing efficient office systems and processes
- Experience of dealing with the public and excellent telephone manner.
- Competence in using a number of software packages including Microsoft Word, Excel, PowerPoint, databases and data entry.
- Understanding of and commitment to Trust Equal Opportunities Policy.
- Organisation of appointments and diary management.
Desirable
- Audio typing.
- Experience of RIO system.
Additional Criteria
Essential
- Customer focussed.
- Excellent telephone manner
- Calm under pressure.
- Organised and flexible approach to work.
- Proven track record in prioritising workload.
- Flexible and adaptable to meet the changing needs of the service.
- Excellent interpersonal skills.
- Attention to detail.
- Willing to undertake relevant training.
Desirable
- Experience of working with a Health or Adult Services setting.
- Understanding of medical terminology.
- Some understanding of mental health conditions.
- Competence and confidence in providing customer service.
Person Specification
Qualifications
Essential
- Excellent standard of written and oral English to GCSE, O level grade A to C.
- RSA II or equivalent.
- Experience in typing and word processing.
- Previous experience of working as a secretary/administrator.
Desirable
- RSA III in typing.
- Qualifications in minute taking and administration.
- Medical Terminology.
Experience
Essential
- Experience of establishing efficient office systems and processes
- Experience of dealing with the public and excellent telephone manner.
- Competence in using a number of software packages including Microsoft Word, Excel, PowerPoint, databases and data entry.
- Understanding of and commitment to Trust Equal Opportunities Policy.
- Organisation of appointments and diary management.
Desirable
- Audio typing.
- Experience of RIO system.
Additional Criteria
Essential
- Customer focussed.
- Excellent telephone manner
- Calm under pressure.
- Organised and flexible approach to work.
- Proven track record in prioritising workload.
- Flexible and adaptable to meet the changing needs of the service.
- Excellent interpersonal skills.
- Attention to detail.
- Willing to undertake relevant training.
Desirable
- Experience of working with a Health or Adult Services setting.
- Understanding of medical terminology.
- Some understanding of mental health conditions.
- Competence and confidence in providing customer service.
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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
