Job summary
Surrey and Borders Partnership NHS Foundation Trust is looking for someone to act as the administrator for the team for general practice integrated mental health services (GPimhs) or mental health integrated community services (MHICS). This role is suitable for someone who is able to coordinate work effectively and provide support, motivation and guidance to other team members and is suitable for someone who is passionate about providing excellent customer service.
Working Pattern: Monday - Friday from 9AM to 5PM
Location:
Main duties of the job
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Act as a nominated champion user for the Interim Tactical Solution (ITS), EMIS and SystmOne clinical record systems.
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Conduct administrator system audits for the PCN and provide data when required.
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Receive and process referrals, directing them to the appropriate clinician using ITS, EMIS or SystmOne.
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Update and maintain patient case notes within clinical record systems.
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Provide secretarial and administrative support to the team.
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Take and transcribe meeting minutes accurately and distribute them in a timely manner.
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Book appointments for clinics and individual patient consultations on the patient record system.
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Type letters, reports and other documentation for the team and nearby PCNs.
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Answer telephone calls and relay messages promptly to relevant staff.
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Extract data from data warehouses to support operational or reporting requirements.
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Create documents and materials for the team, including leaflets and internal resources.
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Arrange team meetings and events when required.
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Provide cover for colleagues in the administrative team during short absences due to annual leave or sickness.
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 organizations 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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Serve as a system champion for ITS, EMIS and SystmOne by supporting staff with system use, troubleshooting issues and promoting best practice.
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Perform system administration audits, ensuring records and access permissions are accurate and compliant, and supply audit data when requested.
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Manage patient referrals, ensuring they are correctly recorded, allocated to the appropriate clinician and tracked within the clinical systems.
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Maintain accurate patient records, updating case notes and ensuring data quality within the electronic patient record systems.
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Provide comprehensive administrative and secretarial support, including diary management, meeting coordination and document preparation.
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Record and transcribe formal meeting minutes, ensuring accuracy and timely distribution to relevant stakeholders.
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Assist with staff onboarding and induction, including setting up access to electronic systems (ITS, EMIS, SystmOne) and coordinating devices through SABP or PCN digital portals.
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Support operational management by monitoring annual leave and sickness absence for managers when required.
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Arrange agency workers and staff cover, ensuring service continuity.
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Log and manage incident reports through DATIX, ensuring issues are recorded and escalated appropriately.
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Produce professional reports and correspondence, including formatting tables, graphics and structured information where necessary.
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Coordinate clinic schedules and appointment bookings, ensuring efficient use of clinical time and accurate patient scheduling.
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Provide front-line communication support, handling telephone queries and ensuring urgent messages reach the appropriate staff promptly.
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Extract and organise data from data warehouses to assist with reporting, performance monitoring and service planning.
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Organise team meetings, events and administrative activities, ensuring smooth coordination of logistics and communication.
Job description
Job responsibilities
-
Serve as a system champion for ITS, EMIS and SystmOne by supporting staff with system use, troubleshooting issues and promoting best practice.
-
Perform system administration audits, ensuring records and access permissions are accurate and compliant, and supply audit data when requested.
-
Manage patient referrals, ensuring they are correctly recorded, allocated to the appropriate clinician and tracked within the clinical systems.
-
Maintain accurate patient records, updating case notes and ensuring data quality within the electronic patient record systems.
-
Provide comprehensive administrative and secretarial support, including diary management, meeting coordination and document preparation.
-
Record and transcribe formal meeting minutes, ensuring accuracy and timely distribution to relevant stakeholders.
-
Assist with staff onboarding and induction, including setting up access to electronic systems (ITS, EMIS, SystmOne) and coordinating devices through SABP or PCN digital portals.
-
Support operational management by monitoring annual leave and sickness absence for managers when required.
-
Arrange agency workers and staff cover, ensuring service continuity.
-
Log and manage incident reports through DATIX, ensuring issues are recorded and escalated appropriately.
-
Produce professional reports and correspondence, including formatting tables, graphics and structured information where necessary.
-
Coordinate clinic schedules and appointment bookings, ensuring efficient use of clinical time and accurate patient scheduling.
-
Provide front-line communication support, handling telephone queries and ensuring urgent messages reach the appropriate staff promptly.
-
Extract and organise data from data warehouses to assist with reporting, performance monitoring and service planning.
-
Organise team meetings, events and administrative activities, ensuring smooth coordination of logistics and communication.
Person Specification
Qualifications
Essential
- NVQ Level 4 in Business Admin or equivalent experience
Experience
Essential
- Experience of clerical and administrative work requiring a high degree of accuracy and working in accordance with policies/procedures
Person Specification
Qualifications
Essential
- NVQ Level 4 in Business Admin or equivalent experience
Experience
Essential
- Experience of clerical and administrative work requiring a high degree of accuracy and working in accordance with policies/procedures
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).
