AMHP Team administrator

Job responsibilities

1. To provide a comprehensive administrative service to AMHP Service.Including processing all reports, correspondence and documentation, and related filing, faxing, staff supervisions and/or appraisals and photocopying.

2. To ensure that all incoming post is date-stamped and distributed to the appropriate persons, and that out-going mail is sorted according to internal, external departments and relevant agencies

3. 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 policies

6. 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 appropriate

13. To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered

14. 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 Team Administration Lead

16. As a service/team member to work flexibly in order that essential priority tasks are covered and dealt with.

17. To ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary.

18. To update patient information on files and on IT database systems (Rio) ensuring data quality is monitored and any concerns raised.

19. 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.

20. To participate in activity monitoring and basic audit as required.

21. As a service/team member to work flexibly in order that essential priority tasks are covered and dealt with.

22. To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.

23. To liaise with Estates and Facilities regarding facilities when required

24. To report to the Team Administration Lead any issues that are of concern relating to health and safety of the building.

25. Responsible for liaising\communicating with patients, legal professionals, other clinicians and members of the multidisciplinary team as appropriate

26. To arrange appointments, clinics and bookings for the service/team.

27. 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.

28. 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.

29. 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.

30. 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.

31. To take notes or minutes at team meetings.

32. To use information technology for a range of purposes.

33. To have excellent verbal, written and communication skills

34. To induct new staff to appropriate filing and administration systems

35. To have the ability to remain calm and sensitive in difficult and stressful situations

36. PERSONAL DEVELOPMENT

37. Undertake annual Performance Review and Personal Development Planning.

38. Adopt and implement agreed service developments in line with the Directorate and Trust objectives

39. Responsible for own personal development

NOTE

The duties and responsibilities outlined in this job description although comprehensive are not definitive and you may be required to perform other duties at the request of your manager.

This job description is designed to reflect duties currently incorporated in this post. These may change in the light of changes in the service provided by the Trust. Any such changes will be fully discussed with the post holder.

The Post-holder will be expected be flexible and mobile in terms of their specific responsibilities and the location of their role in unforeseen circumstances and the needs of the service.

Educational Qualifications

Essential

• oEducated to GCSE standard or NVQ3 or equivalent oGood standard of Written and Spoken English

Desirable

• Experience working in NHS setting

Experience

Essential

• oSignificant experience of working as part of an administrative team.
• oWorking In a Team.
• oExperience in a health/mental health, education or social services environment.
• oWorking in a Multidisciplinary Health Team
• oMinuting meetings
• oExperience of working in a culturally diverse inner city area.

Knowledge and skills

Essential

• I.T/Administration Knowledge of Access/Patient Administration systems.
• Application of technology in the office i.e. email and networking. oOther windows packages (for example Excel, PowerPoint and outlook)
• An Understanding of Office Procedures.
• Understanding of hospital and/or social services environments
• Knowledge and understanding of medical terms.
• Knowledge of the Data Protection Act and Caldicott Guardian
• Equal Opportunities
• Confidentiality
• Computer Literacy
• Word processing skills (MSOffice Word)
• 60-70 wpm typing speed
• Data entry skills
• Good communication and interpersonal skills including the ability to communicate effectively verbally and in writing
• Ability to prioritise workload, 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
• Ability to manage own workload without direct supervision
• Knowledge of Access/Patient Administration systems

Other

Essential

• Professional accountability
• Flexibility
• Communication skills
• Polite and friendly
• Able to concentrate when transcribing audiotape or typing complicated documents when there may be frequent interruptions
• Requirement to use VDU more or less continuously
• Full driver's license and ability to travel to sites within Luton and Bedfordshire

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).