Job summary
Surry and Borders is looking for someone to act as the Administrator for General Practice Integrated Mental Health Services (GPimhs) and/or Mental Health Integrated Community Services (MHICS) for the Primary Care Network (Group of GP Practices in an area).
Work timing: 9 AM to 5 PM
Days: Monday to Friday
Working hours: 37.5 hours Per week
Location: Unither House, Curfew Bell Road, Chertsey, KT16 9FG
Main duties of the job
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Provide senior administrative and secretarial support to the GPIMHS/MHICS leadership team.
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Act as a leadership point of contact representing administrative staff within the service.
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Serve as a nominated champion user for EMIS and SystmOne clinical record systems.
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Coordinate referrals, patient records, appointments, and correspondence to support clinical delivery.
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Oversee administrative systems, data quality, and performance reporting across local PCNs.
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Support workforce administration, including onboarding, leave monitoring, and cover arrangements.
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Ensure effective communication and operational coordination across the multidisciplinary team.
About us
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We also provide social care services for people with a learning disability in Croydon and ASD and ADHD assessment services in Hampshire.
We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.
Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast.
Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.
For international travel, both Gatwick and Heathrow airports are nearby.
Would you like to work in an organisation that sits in the top 10 best NHS Mental Health, Learning Disability and Community Services Trusts to work for? This ranking is based on staff feedback in the 2023 NHS Staff Survey.
Job description
Job responsibilities
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Represent administrators views within the GPIMHS/MHICS leadership team and contribute to service-level discussions.
-
Act as the nominated EMIS/SystmOne champion user, supporting system use, troubleshooting, and best practice.
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Conduct administrator system audits across local PCNs and provide required data outputs.
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Provide short-term cover for administrative colleagues during annual leave or sickness absence.
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Take, transcribe, and distribute accurate meeting minutes within agreed timeframes.
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Receive, process, and appropriately allocate referrals to clinicians using EMIS/SystmOne.
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Update and maintain accurate patient case notes on EMIS/SystmOne.
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Provide comprehensive secretarial support, including:
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Onboarding new staff
-
Arranging meetings and managing diaries
-
ESR approvals
-
Monitoring cover arrangements
-
Arranging agency workers
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Logging incidents via DCIQ (DATIX)
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Lead staff induction on electronic systems (SystmOne, EMIS) and coordinate electronic devices via SABP/PCN digital portals.
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Monitor and record annual leave requests and sickness absence on behalf of management.
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Extract, analyse, and report service activity and performance data using data warehouses (e.g. Power BI).
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Prepare reports incorporating tables, charts, and graphical data.
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Type and format letters dictated or provided by clinicians and PCN teams.
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Book and manage patient appointments for clinics and individual consultations.
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Answer and triage telephone calls, monitor shared inboxes, and relay messages promptly.
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Create bespoke documents and materials for the team, including patient leaflets.
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Organise team events and meetings as required.
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Monitor and maintain the quality and accuracy of administrative data input.
Job description
Job responsibilities
-
Represent administrators views within the GPIMHS/MHICS leadership team and contribute to service-level discussions.
-
Act as the nominated EMIS/SystmOne champion user, supporting system use, troubleshooting, and best practice.
-
Conduct administrator system audits across local PCNs and provide required data outputs.
-
Provide short-term cover for administrative colleagues during annual leave or sickness absence.
-
Take, transcribe, and distribute accurate meeting minutes within agreed timeframes.
-
Receive, process, and appropriately allocate referrals to clinicians using EMIS/SystmOne.
-
Update and maintain accurate patient case notes on EMIS/SystmOne.
-
Provide comprehensive secretarial support, including:
-
Onboarding new staff
-
Arranging meetings and managing diaries
-
ESR approvals
-
Monitoring cover arrangements
-
Arranging agency workers
-
Logging incidents via DCIQ (DATIX)
-
Lead staff induction on electronic systems (SystmOne, EMIS) and coordinate electronic devices via SABP/PCN digital portals.
-
Monitor and record annual leave requests and sickness absence on behalf of management.
-
Extract, analyse, and report service activity and performance data using data warehouses (e.g. Power BI).
-
Prepare reports incorporating tables, charts, and graphical data.
-
Type and format letters dictated or provided by clinicians and PCN teams.
-
Book and manage patient appointments for clinics and individual consultations.
-
Answer and triage telephone calls, monitor shared inboxes, and relay messages promptly.
-
Create bespoke documents and materials for the team, including patient leaflets.
-
Organise team events and meetings as required.
-
Monitor and maintain the quality and accuracy of administrative data input.
Person Specification
Qualifications
Essential
- NVQ Level 4 in Business Admin or equivalent experience (4 years)
- GCSE passes in Maths and English (or equivalent)
Experience
Essential
- 4 years' experience of clerical and administrative work requiring a high degree of accuracy and working in accordance with policies/procedures
- Previous experience of dealing effectively with complex needs of the General Public
- Working knowledge of a range of software packages e.g. Microsoft Word, Excel, and NHS electronic patient records e.g. SystmOne, EMIS
Person Specification
Qualifications
Essential
- NVQ Level 4 in Business Admin or equivalent experience (4 years)
- GCSE passes in Maths and English (or equivalent)
Experience
Essential
- 4 years' experience of clerical and administrative work requiring a high degree of accuracy and working in accordance with policies/procedures
- Previous experience of dealing effectively with complex needs of the General Public
- Working knowledge of a range of software packages e.g. Microsoft Word, Excel, and NHS electronic patient records e.g. SystmOne, EMIS
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).
