Job summary
This is an exciting opportunity to be part of an innovative primary mental health service. The HPFT Talking Therapies Service covers Hertfordshire, and this position is mainly based in Hemel Hempstead and the team covers the West Hertfordshire area of Dacorum, St Albans and surrounding villages.
Our service is focused on delivering high quality psychological therapy, and is amongst the highest performers in the region. This is an exciting opportunity to be an integral part of this service.
We are looking for a new full time Team Administrator to join our friendly and dynamic team.
We are looking for someone who can display a considerable degree of initiative, possess mature judgement and have excellent organisational skills.
The successful person will be able to work in a busy, challenging and interesting environment and possess good interpersonal and communication skills. They would need to have a professional manner, be computer literate, conscientious and organised and be able to deal with confidential Service User issues.
We are looking to fill the position full time with some flexibility on working hours.
Main duties of the job
The job role involves providing comprehensive, professional, and effective administrative support to the NW Talking Therapies Team. You will be responsible for managing the team inbox, and general queries, overseeing and inputting new referrals into the team, answering the telephone, taking and passing on messages, organising rooms, sending out agendas, taking meeting minutes and a range of other general administrative duties that are covered in the Job Description for this post.
This is a busy and varied role so good interpersonal skills are required. As some of the work will involve speaking to service users on the telephone, you must display a considerable degree of tact, possess mature judgement and maintain a calm, friendly and efficient manner.
The right person will be able to work with a degree of autonomy and apply a high degree of confidentiality to all of their work.
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About us
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission.
Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
Job description
Job responsibilities
- To be highly proficient and expert in the service Patient Recording System, advising and guiding others in the Team, supporting new users and instructing them as necessary. (Training will be given)
- Inputting new referrals, ensuring personal details are correct and up to date , ensuring template letters are accurate. (Training will be given)
- To use proficient internet skills to access, search and retrieve data relevant to Team and to manage the team in box
- To use knowledge, and experience to meet the needs of the Teams by completing non-routine tasks on a daily basis.
- To report and ensure equipment and environment faults are dealt with by relevant persons
- To manage and prioritise mail ensuring it is correct and sent out in time
- To set up meetings, send out invitation letters, book room and take notes, as required
- To support building reception cover as needed
- Ensuring all messages are relayed as quickly as possible to Managers and the team
- To work unsupervised daily, prioritising own workload, using initiative as to what is routine and what is urgent.
- To use agreed guidelines/procedures and develop knowledge/skills/qualifications when working autonomously and managing own work.
Job description
Job responsibilities
- To be highly proficient and expert in the service Patient Recording System, advising and guiding others in the Team, supporting new users and instructing them as necessary. (Training will be given)
- Inputting new referrals, ensuring personal details are correct and up to date , ensuring template letters are accurate. (Training will be given)
- To use proficient internet skills to access, search and retrieve data relevant to Team and to manage the team in box
- To use knowledge, and experience to meet the needs of the Teams by completing non-routine tasks on a daily basis.
- To report and ensure equipment and environment faults are dealt with by relevant persons
- To manage and prioritise mail ensuring it is correct and sent out in time
- To set up meetings, send out invitation letters, book room and take notes, as required
- To support building reception cover as needed
- Ensuring all messages are relayed as quickly as possible to Managers and the team
- To work unsupervised daily, prioritising own workload, using initiative as to what is routine and what is urgent.
- To use agreed guidelines/procedures and develop knowledge/skills/qualifications when working autonomously and managing own work.
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- A good standard of education to secondary level.
- At least 2 years' experience of working in an office environment.
- NVQ3/RSA3 OR equivalent experience.
PREVIOUS EXPERIENCE
Essential
- Knowledge and experience of working with those experiencing mental health and/or learning disability difficulties.
- Be proficient in the use of computerised systems, especially Word and Excel to a level to enable the production of a high standard of finished work.
- The ability to organise and prioritise own workload. within an agreed schedule of work and to work under pressure and within agreed timescales
SKILLS/KNOWLEDGE/ABILITY
Essential
- Ability to exercise initiative, tact, and judgement and be able to make decisions within agreed parameters when required to do so
- Display ability to work as part of a team.
- Microsoft Word Packages
- Maintain a filing system
- Computer skills
COMMUNICATION SKILLS
Essential
- Excellent communication skills when dealing with service users, relatives, carers and other outside agencies either by telephone/ letter or face to face.
ANALYTICAL SKILLS
Essential
- To make judgements, without direct supervision, as to the importance/urgency of workload issues
- Ability to analyse information quickly and effectively, thereby ensuring correct pathway is chosen.
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- A good standard of education to secondary level.
- At least 2 years' experience of working in an office environment.
- NVQ3/RSA3 OR equivalent experience.
PREVIOUS EXPERIENCE
Essential
- Knowledge and experience of working with those experiencing mental health and/or learning disability difficulties.
- Be proficient in the use of computerised systems, especially Word and Excel to a level to enable the production of a high standard of finished work.
- The ability to organise and prioritise own workload. within an agreed schedule of work and to work under pressure and within agreed timescales
SKILLS/KNOWLEDGE/ABILITY
Essential
- Ability to exercise initiative, tact, and judgement and be able to make decisions within agreed parameters when required to do so
- Display ability to work as part of a team.
- Microsoft Word Packages
- Maintain a filing system
- Computer skills
COMMUNICATION SKILLS
Essential
- Excellent communication skills when dealing with service users, relatives, carers and other outside agencies either by telephone/ letter or face to face.
ANALYTICAL SKILLS
Essential
- To make judgements, without direct supervision, as to the importance/urgency of workload issues
- Ability to analyse information quickly and effectively, thereby ensuring correct pathway is chosen.
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).
