Job summary
Team Administrator within Derby City Community Mental Health Team.
We have a really great opportunity for someone to join our existing team of admin staff for a period of 12 months, to cover maternity leave.
This is a fast-paced, varied role within a supportive team.
Main duties of the job
Responsibilities include answering 'phone calls, which could be from patients, staff members, care homes, social care or community organisations, amongst others.
'Phone calls must be triaged and passed on to the appropriate person, whilst also supporting the caller, who may be distressed or frustrated.
Use of the Patient Record is key to the role, where referrals are inputted, paperwork is uploaded, or patients are discharged from caseload.
The Team Administrator also supports within many clinical and operational meetings, such as multi-disciplinary meetings, business meetings and/or profession-specific meetings.
As the Team Administrator, there are also responsibilities for the prioritisation and delegation of tasks, as well as supervision of other administration colleagues.
The job also requires data collection and production, compiling reports where necessary for management information, supporting both the team and the Trust, in ensuring we are meeting our population needs.
About us
Want to make a real difference and have a truly rewarding career?
Join 'Team Derbyshire Healthcare' and become part of a talented, compassionate and enthusiastic workforce committed to a vision of 'making a positive difference in people's lives'.
We've been rated 'good' overall by the CQC, with some outstanding services. The CQC commented at our most recent inspection on how our colleagues "treated patients with compassion and kindness" and "felt positive and proud about working for the Trust.
We are passionate about making equality, diversity and inclusion part of our DNA.
We take pride in our "People First Culture" which creates a workplace where everyone feels a genuine sense of belonging, difference is celebrated and people are comfortable to bring their whole selves to work.
We value the richness that comes from having colleagues that are fully representative of the local community.
We welcome people who identify as Black, Asian or from a Minority Ethnic background, protected characteristics and with all backgrounds and experiences
Job description
Job responsibilities
Please review the Job Description and Person Specification. To apply, please click APPLY FOR THIS JOB - this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account
To provide, maintain and develop a high quality, front of house administrative/secretarial support reflecting the professionalism of the service.
Professional Issues
1. Provide a comprehensive secretarial service to the designated Team including typing/word processing of letters, memos, minutes, reports and other routine correspondence.2. Produce documents, charts, tables etc., by use of Microsoft IT Packages, eg Word, Excel, Access and disseminate information via email.3. Ensure the maintenance of accurate and efficient filing systems, including both paper and computerised systems ensuring strict confidentiality of client identifiable information.4. Taking of notes in a range of professional multi-disciplinary meetings as requested by Nominated Supervisor/Manager.5. Prioritise and undertake general clerical tasks, including photocopying, filing, processing of mail, etc.6. Receive and make telephone calls on behalf of the clinicians, taking messages and dealing with enquiries appropriately and ensuring accurate and timely communication of messages.7. Ensure timely collection and production of statistical data relating to the service as directed, compiling reports where necessary for management information and forwarding relevant information to other Trust Departments as necessary.8. Provide cover for other Admin colleagues as required and designated by the Nominated Supervisor/Manager.9. Undertake any other appropriate duties as may be delegated from time to time by Nominated Supervisor/Manager.10. Maintain a professional and confidential approach to work at all times.11. To be familiar with and comply with relevant Trust Operational, Personnel and Health and Safety procedures.12. To contribute to high quality front of house standards for all service users and visitors to the base.
Decision Making & Advice
1. Utilise personal initiative and judgement to implement effective systems of prioritisation and organisation ensuring that work is completed within agreed timescale.2. Exercise independent judgement and initiative based on acquired experience and knowledge when queries or problems arise, by taking appropriate action to resolve the problems or referring them to the appropriate person. Be expected to make decisions within the boundaries of this role.
Leadership & Management
1. Management and supervision of trainee secretaries and other junior support staff as appropriate.2. To provide cover for colleagues as needed.3. Operate petty cash systems in accordance with Trust Standing FinancialInstructions on behalf of Nominated Supervisor / Manager.4. Ensure the provision/procurement of all stock and non-stock supplies for the Team in conjunction with the Team Manager, ensuring receipt of all goods via Trust procedure and carry out regular stock control of all stationery and clinic items heldon site.5. Take responsibility for arranging for all general site maintenance, including the raising of new work requisitions and organising for repairs to equipment/building via the Trusts Estates Department.6. Ensure the maintenance/repair of IT hardware and software in collaboration with IT staff.Clinical Governance and Quality Assurance1. To accurately collect, collate and input data to Trust Information Systems as required by Trust procedures to ensure that patient database records are up to date and accurate in order to support audit and quality initiatives and to inform the planning and commissioning process
Education and Development
1. To keep up to date with and attend training on revisions to information systems orchanges in protocols for the inputting of data in the light of Local and National initiatives. To adhere to agreed protocols at all times.2. To participate in the induction of new staff and trainees to the administrative arrangements of the team.3. To participate in Individual Performance Review and Personal Development plans on an annual basis and to undertake training and development as identified within these discussions and as indicated by the requirements of the post.4. To actively participate in regular supervision sessions and provide supervision to junior staff as needed.
Communication and Working Relationships
1. Liaise with internal departments, outside agencies and patients, relatives and carers, ensuring that all enquiries and urgent matters are dealt with politely, efficiently and in accordance with the Data Protection Act, and that complicated issues are communicated in a simplified form and fully understood by all parties.2. Work with other admin team members to collectively implement policies and procedures within the service, in an effort to introduce smarter and more efficient working practices.3. Communicate and liaise with other internal Trust departments and individuals through a range of interpersonal and IT media.4. Provide cover for colleagues during their absence.
Health and Safety
1. To have responsibility for health, safety and welfare of self and others at work. This includes being conversant with Trust Health & Safety policies and procedures and ensuring incidents, accidents and near misses are reported; taking part in the risk management process and carrying out tasks/using equipment only when competent to do so2. Be responsible for ensuring the general environment is clear of all hazards
Demanding Nature of the Job
1. Maintenance of effective secretarial and administrative support to the service within a changing environment.2. Keeping up to date with changes to IT systems and National and Local Performance Management Initiatives.3. Maintaining effective communication with a wide range of service users, carers and agencies.4. Ability to manage potentially stressful or upsetting situations in an empathetic manner.5. The post holder will at times be exposed to sensitive and sometimes distressing information and may be occasionally exposed to aggressive behaviour.6. The post holder will be expected to meet the demands of the post
Information Governance
1. The Derbyshire Mental Health Services NHS Trust requires its staff to comply with Information Governance related standards and policies at all times when dealing with confidential information, which includes any information relating to the business of the Trust and its service users and employees.2. All NHS employees are bound by a duty of confidentiality and must conduct their duties in line with the NHS Confidentiality Code of Practice, Data Protection Act and Freedom of information Act.3. Post-holders must maintain high standards of quality in corporate and clinical record keeping ensuring information is always recorded accurately and kept up to date. The post-holder must only access information, whether paper, electronic or in other media, which is authorised to them as part of their duties.4. All Information obtained or held during the post-holders period of employment that relates to the business of the Trust and its service users and employees will remain the property of the Trust. Information may be subject to disclosure under legislation at the Trusts discretion and in line with national rules on exemption.5. Any breach of confidentiality or computer misuse could lead to disciplinary action, and in serious cases could result in dismissal. Breaches after the post-holders employment has ended could result in the Trust taking legal action against them.
Infection Control
All staff have a responsibility to apprise themselves of how the prevention of the spread of infection relates to their role. They have a responsibility to ensure they are aware of Trust policies and procedures in relation to infection prevention and control, and ensure that they comply with them in fulfilling their role.
Job description
Job responsibilities
Please review the Job Description and Person Specification. To apply, please click APPLY FOR THIS JOB - this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account
To provide, maintain and develop a high quality, front of house administrative/secretarial support reflecting the professionalism of the service.
Professional Issues
1. Provide a comprehensive secretarial service to the designated Team including typing/word processing of letters, memos, minutes, reports and other routine correspondence.2. Produce documents, charts, tables etc., by use of Microsoft IT Packages, eg Word, Excel, Access and disseminate information via email.3. Ensure the maintenance of accurate and efficient filing systems, including both paper and computerised systems ensuring strict confidentiality of client identifiable information.4. Taking of notes in a range of professional multi-disciplinary meetings as requested by Nominated Supervisor/Manager.5. Prioritise and undertake general clerical tasks, including photocopying, filing, processing of mail, etc.6. Receive and make telephone calls on behalf of the clinicians, taking messages and dealing with enquiries appropriately and ensuring accurate and timely communication of messages.7. Ensure timely collection and production of statistical data relating to the service as directed, compiling reports where necessary for management information and forwarding relevant information to other Trust Departments as necessary.8. Provide cover for other Admin colleagues as required and designated by the Nominated Supervisor/Manager.9. Undertake any other appropriate duties as may be delegated from time to time by Nominated Supervisor/Manager.10. Maintain a professional and confidential approach to work at all times.11. To be familiar with and comply with relevant Trust Operational, Personnel and Health and Safety procedures.12. To contribute to high quality front of house standards for all service users and visitors to the base.
Decision Making & Advice
1. Utilise personal initiative and judgement to implement effective systems of prioritisation and organisation ensuring that work is completed within agreed timescale.2. Exercise independent judgement and initiative based on acquired experience and knowledge when queries or problems arise, by taking appropriate action to resolve the problems or referring them to the appropriate person. Be expected to make decisions within the boundaries of this role.
Leadership & Management
1. Management and supervision of trainee secretaries and other junior support staff as appropriate.2. To provide cover for colleagues as needed.3. Operate petty cash systems in accordance with Trust Standing FinancialInstructions on behalf of Nominated Supervisor / Manager.4. Ensure the provision/procurement of all stock and non-stock supplies for the Team in conjunction with the Team Manager, ensuring receipt of all goods via Trust procedure and carry out regular stock control of all stationery and clinic items heldon site.5. Take responsibility for arranging for all general site maintenance, including the raising of new work requisitions and organising for repairs to equipment/building via the Trusts Estates Department.6. Ensure the maintenance/repair of IT hardware and software in collaboration with IT staff.Clinical Governance and Quality Assurance1. To accurately collect, collate and input data to Trust Information Systems as required by Trust procedures to ensure that patient database records are up to date and accurate in order to support audit and quality initiatives and to inform the planning and commissioning process
Education and Development
1. To keep up to date with and attend training on revisions to information systems orchanges in protocols for the inputting of data in the light of Local and National initiatives. To adhere to agreed protocols at all times.2. To participate in the induction of new staff and trainees to the administrative arrangements of the team.3. To participate in Individual Performance Review and Personal Development plans on an annual basis and to undertake training and development as identified within these discussions and as indicated by the requirements of the post.4. To actively participate in regular supervision sessions and provide supervision to junior staff as needed.
Communication and Working Relationships
1. Liaise with internal departments, outside agencies and patients, relatives and carers, ensuring that all enquiries and urgent matters are dealt with politely, efficiently and in accordance with the Data Protection Act, and that complicated issues are communicated in a simplified form and fully understood by all parties.2. Work with other admin team members to collectively implement policies and procedures within the service, in an effort to introduce smarter and more efficient working practices.3. Communicate and liaise with other internal Trust departments and individuals through a range of interpersonal and IT media.4. Provide cover for colleagues during their absence.
Health and Safety
1. To have responsibility for health, safety and welfare of self and others at work. This includes being conversant with Trust Health & Safety policies and procedures and ensuring incidents, accidents and near misses are reported; taking part in the risk management process and carrying out tasks/using equipment only when competent to do so2. Be responsible for ensuring the general environment is clear of all hazards
Demanding Nature of the Job
1. Maintenance of effective secretarial and administrative support to the service within a changing environment.2. Keeping up to date with changes to IT systems and National and Local Performance Management Initiatives.3. Maintaining effective communication with a wide range of service users, carers and agencies.4. Ability to manage potentially stressful or upsetting situations in an empathetic manner.5. The post holder will at times be exposed to sensitive and sometimes distressing information and may be occasionally exposed to aggressive behaviour.6. The post holder will be expected to meet the demands of the post
Information Governance
1. The Derbyshire Mental Health Services NHS Trust requires its staff to comply with Information Governance related standards and policies at all times when dealing with confidential information, which includes any information relating to the business of the Trust and its service users and employees.2. All NHS employees are bound by a duty of confidentiality and must conduct their duties in line with the NHS Confidentiality Code of Practice, Data Protection Act and Freedom of information Act.3. Post-holders must maintain high standards of quality in corporate and clinical record keeping ensuring information is always recorded accurately and kept up to date. The post-holder must only access information, whether paper, electronic or in other media, which is authorised to them as part of their duties.4. All Information obtained or held during the post-holders period of employment that relates to the business of the Trust and its service users and employees will remain the property of the Trust. Information may be subject to disclosure under legislation at the Trusts discretion and in line with national rules on exemption.5. Any breach of confidentiality or computer misuse could lead to disciplinary action, and in serious cases could result in dismissal. Breaches after the post-holders employment has ended could result in the Trust taking legal action against them.
Infection Control
All staff have a responsibility to apprise themselves of how the prevention of the spread of infection relates to their role. They have a responsibility to ensure they are aware of Trust policies and procedures in relation to infection prevention and control, and ensure that they comply with them in fulfilling their role.
Person Specification
knowledge and experience
Essential
- Excellent written and verbal communication skills
- Word Processing/Typing qualifications or demonstrable skills and experience
Desirable
- Ability to prioritise administration duties and delegate to meet team needs
- Ability to be flexible in approach and working practices
personal attibutes
Essential
- Non-judgemental/positive attitude towards service users/carers
Desirable
- Ability to be a positive and effective member of a multi-disciplinary team
Person Specification
knowledge and experience
Essential
- Excellent written and verbal communication skills
- Word Processing/Typing qualifications or demonstrable skills and experience
Desirable
- Ability to prioritise administration duties and delegate to meet team needs
- Ability to be flexible in approach and working practices
personal attibutes
Essential
- Non-judgemental/positive attitude towards service users/carers
Desirable
- Ability to be a positive and effective member of a multi-disciplinary team
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.
