Job summary
Surry and Borders is looking for an 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).
Working Time: 9 AM to 5 PM
Working Days: Monday-Friday
Location: Unither House, , Curfew Bell Road, Chertsey, KT16 9FG
Main duties of the job
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Act as a leadership support role, representing administrators' views within the GPIMHS/MHICS leadership team
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Serve as a nominated champion user for EMIS and SystmOne clinical systems
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Receive, process, and record referrals on EMIS/SystmOne
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Update and maintain accurate patient case notes on EMIS/SystmOne
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Book patient appointments for clinics and individual consultations
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Take, transcribe, and distribute meeting minutes accurately and on time
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Type letters, reports, and dictated documents for the team and nearby PCNs
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Extract, analyse, and report service activity and performance data (e.g. Power BI)
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Create reports incorporating tables, graphics, and performance data
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Answer telephone calls, monitor shared inboxes, and relay messages promptly
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Provide secretarial and diary management support to the team
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Arrange meetings, agency cover, and team events
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Create bespoke documents such as leaflets and internal resources
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Provide short-term cover for admin colleagues during sickness or annual leave
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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Ensuring accurate and high-quality administrative data entry across systems
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Monitoring and maintaining data quality standards within administrative processes
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Conducting administrator system audits for local PCNs and supplying required data
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Supporting onboarding and induction of new staff on EMIS, SystmOne, and electronic systems
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Coordinating electronic device access via SABP/PCN digital portals
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Managing and monitoring annual leave and sickness absence on behalf of management
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Supporting safe and compliant system use, including incident logging (DCIQ/DATIX)
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Ensuring timely referral processing and communication with clinicians
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Maintaining effective administrative workflows that support clinical delivery
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Acting as a reliable point of continuity within the admin function during absence
Job description
Job responsibilities
-
Ensuring accurate and high-quality administrative data entry across systems
-
Monitoring and maintaining data quality standards within administrative processes
-
Conducting administrator system audits for local PCNs and supplying required data
-
Supporting onboarding and induction of new staff on EMIS, SystmOne, and electronic systems
-
Coordinating electronic device access via SABP/PCN digital portals
-
Managing and monitoring annual leave and sickness absence on behalf of management
-
Supporting safe and compliant system use, including incident logging (DCIQ/DATIX)
-
Ensuring timely referral processing and communication with clinicians
-
Maintaining effective administrative workflows that support clinical delivery
-
Acting as a reliable point of continuity within the admin function during absence
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).
