Job summary
The Bedfordshire and Luton Liaison and Diversion Service (L&DS) are looking to recruit a Band 4 Admin assistant to be responsible for establishing and maintaining effective administrative support to the service. This may include devising new systems to monitor and track psychiatric reports, inputting and collating data, report writing if required, minute-taking, taking telephone calls, photocopying, filing, timely ordering of stationary when required, managing petty cash, Quality Improvement, supporting with clinical governance, etc.
The L&DS offer all-age triage and assessment in police custody and court, to individuals who may be presenting with a range of vulnerabilities which may include: mental illness, trauma, alcohol and substance use, homelessness, acquired brain injury, learning disabilities, autism, or other speech and language communication difficulties, etc.
The service has its main team base at Charter House in Luton, and also has satellite bases in Luton and Kempston police custody, the Luton Magistrates' Courts and Luton Crown Court. The main base for the Admin Team will be at Luton Police Station but it may also be necessary to travel to other satellite and ELFT bases.
Main duties of the job
MAIN PURPOSE OF THE POST:To provide administrative support to the service ensuring efficient and smooth running of the team/unit. To work closely with Operational Lead to provide an efficient and responsive administrative provision to the service. Responsible for developing administration systems for the team and providing day to day administrative support to the team. The post requires the ability to work on own initiative and to liaise effectively with a broad range of professions and to maintain client confidentiality.To work alongside and to cover, when appropriate, other administration staff across the locality in some instances.
About us
This is an exciting time for ELFT. Our vision is to make a positive difference to people's lives by improving quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations. ELFT is also rated as Outstanding by the CQC.
Job description
Job responsibilities
PRINCIPLE DUTIES AND RESPONSIBILITIES1. To provide a comprehensive administrative service to team/service. Including processing all reports, correspondence and documentation, and related filing, faxing, and photocopying.2. To ensure that all incoming post (electronically via hybrid mail and via post) is date-stamped and distributed to the appropriate persons, and that out-going mail is sorted according to internal, external departments and relevant agencies3. To type correspondence, using digital dictation equipment, when required.4. To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.5. To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc are kept up to date in line with record keeping policies6. To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.7. Uploading admissions/referrals and discharge and other documents onto Rio and retrieving information/documents from Rio.8. Checking Rio system for weekly admissions/referrals and discharges and sending out reminders for overdue discharge summaries.9. To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets etc available for colleagues and service users.10. To coordinate the collection of and update of patient information on files and on team/service database systems ensuring data quality is monitored and any concerns raised.11. To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.12. To provide administrative support to team/service for presentations including setting up of equipment, providing handouts and refreshments as appropriate13. To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered14. To provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing.15. To receive regular one to one and team supervision from the Administration Lead16. To provide one to one supervision to the team admin assistant17. As a service/team member to work flexibly in order that essential priority tasks are covered and dealt with.18. To ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary.19. To update patient information on files and on IT database systems (Rio) ensuring data quality is monitored and any concerns raised.20. To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered21. To undertake the in-putting of activity data on to the appropriate Information Systems, and to assist in the collation of statistical information for the purpose of contract and quality monitoring.22. To participate in activity monitoring and basic audit as required.23. As a service/team member to work flexibly in order that essential priority tasks are covered and dealt with.24. To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.25. To liaise with Estates and Facilities regarding facilities when required26. To report to the Team Administration Lead any issues that are of concern relating to health and safety of the building.27. Responsible for liaising\communicating with patients, legal professionals, other clinicians and members of the multidisciplinary team as appropriate28. To arrange appointments, clinics and bookings for the service/team.29. To communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, or on the telephone.30. As required to work flexibly to provide reception and switchboard duties including answering the telephone, taking messages, transferring calls and dealing with clients who may drop in to visit the clinicians.31. To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible.32. To deal sensitively with service users or their carers/relatives who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member.33. To take notes or minutes at team meetings.34. To use information technology for a range of purposes.35. To have excellent verbal, written and communication skills36. To induct new staff to appropriate filing and administration systems37. To have the ability to remain calm and sensitive in difficult and stressful situations
Job description
Job responsibilities
PRINCIPLE DUTIES AND RESPONSIBILITIES1. To provide a comprehensive administrative service to team/service. Including processing all reports, correspondence and documentation, and related filing, faxing, and photocopying.2. To ensure that all incoming post (electronically via hybrid mail and via post) is date-stamped and distributed to the appropriate persons, and that out-going mail is sorted according to internal, external departments and relevant agencies3. To type correspondence, using digital dictation equipment, when required.4. To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.5. To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc are kept up to date in line with record keeping policies6. To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.7. Uploading admissions/referrals and discharge and other documents onto Rio and retrieving information/documents from Rio.8. Checking Rio system for weekly admissions/referrals and discharges and sending out reminders for overdue discharge summaries.9. To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets etc available for colleagues and service users.10. To coordinate the collection of and update of patient information on files and on team/service database systems ensuring data quality is monitored and any concerns raised.11. To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.12. To provide administrative support to team/service for presentations including setting up of equipment, providing handouts and refreshments as appropriate13. To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered14. To provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing.15. To receive regular one to one and team supervision from the Administration Lead16. To provide one to one supervision to the team admin assistant17. As a service/team member to work flexibly in order that essential priority tasks are covered and dealt with.18. To ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary.19. To update patient information on files and on IT database systems (Rio) ensuring data quality is monitored and any concerns raised.20. To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered21. To undertake the in-putting of activity data on to the appropriate Information Systems, and to assist in the collation of statistical information for the purpose of contract and quality monitoring.22. To participate in activity monitoring and basic audit as required.23. As a service/team member to work flexibly in order that essential priority tasks are covered and dealt with.24. To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.25. To liaise with Estates and Facilities regarding facilities when required26. To report to the Team Administration Lead any issues that are of concern relating to health and safety of the building.27. Responsible for liaising\communicating with patients, legal professionals, other clinicians and members of the multidisciplinary team as appropriate28. To arrange appointments, clinics and bookings for the service/team.29. To communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, or on the telephone.30. As required to work flexibly to provide reception and switchboard duties including answering the telephone, taking messages, transferring calls and dealing with clients who may drop in to visit the clinicians.31. To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible.32. To deal sensitively with service users or their carers/relatives who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member.33. To take notes or minutes at team meetings.34. To use information technology for a range of purposes.35. To have excellent verbal, written and communication skills36. To induct new staff to appropriate filing and administration systems37. To have the ability to remain calm and sensitive in difficult and stressful situations
Person Specification
Education/ Qualifications
Essential
- Educated to GCSE standard or NVQ3 or equivalent
- Good standard of Written and Spoken English
Skills/Abilities
Essential
- Computer Literacy
- Word processing skills (MSOffice Word) - 40-45 wpm typing speed
- Data entry skills
- Familiarity with switchboard duties
- Good communication and interpersonal skills including the ability to communicate effectively verbally and in writing.
- Ability to type using digital dictation recordings.
- Ability to prioritise workload, and plan and organise own time effectively
- Exercise own judgement when dealing with enquiries from patients, parents/carers or other professionals.
- Ability to act independently, and on own initiative.
- Ability to work as part of a multi disciplinary team in a pressured environment
- Able to work under pressure Excellent organizational skills
- Ability to work flexibly & under pressure
- Ability to manage own workload without direct supervision
Experience
Essential
- Working In a Team.
- Significant experience of working as part of an administrative team.
Knowledge/ Understanding
Essential
- I.T/Administration
- Equal Opportunities.
- Confidentiality
Person Specification
Education/ Qualifications
Essential
- Educated to GCSE standard or NVQ3 or equivalent
- Good standard of Written and Spoken English
Skills/Abilities
Essential
- Computer Literacy
- Word processing skills (MSOffice Word) - 40-45 wpm typing speed
- Data entry skills
- Familiarity with switchboard duties
- Good communication and interpersonal skills including the ability to communicate effectively verbally and in writing.
- Ability to type using digital dictation recordings.
- Ability to prioritise workload, and plan and organise own time effectively
- Exercise own judgement when dealing with enquiries from patients, parents/carers or other professionals.
- Ability to act independently, and on own initiative.
- Ability to work as part of a multi disciplinary team in a pressured environment
- Able to work under pressure Excellent organizational skills
- Ability to work flexibly & under pressure
- Ability to manage own workload without direct supervision
Experience
Essential
- Working In a Team.
- Significant experience of working as part of an administrative team.
Knowledge/ Understanding
Essential
- I.T/Administration
- Equal Opportunities.
- Confidentiality
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).
