Job summary
The post holder will be responsible for undertaking a wide range of administrative and secretarial duties, which includes the receipt of all correspondence, including referrals, ensuring the appropriate action is taken. Processing of clinical letters, reports, case summaries and other correspondence as required by the clinical team.
To act as the focal point of contact and be responsible for the dissemination of information, messages and enquiries for the Community Mental Health Team.
To provide cross cover and support to other teams in the event of absence planned or otherwise.
Liaising with multi-disciplinary team members, other health professionals and staff within the trust, GP's, Social workers, Service users, Carers and other appropriate agencies
Main duties of the job
The post holder will work closely with other members of the admin team:
To maintain confidentiality in relation to patient information and records at all times
To deal with all telephone calls to the Community Mental Health Team in a professional/appropriate manner, using own initiative.
Organisational
The post holder will be responsible for providing a comprehensive secretarial service which includes:
Responsibility for the receipt of correspondence and recording of all post to the management Team
Arranging appointments for the clinical team, booking rooms, booking interpreters and arranging the appropriate equipment.
Taking informal notes of meetings, circulating appropriate documentation, as and when required
To be responsible for the accurate filing into the care record and timely retrieval of the same when requested by a member of the team
Maintenance of an Office Diary to record all types of leave and absence for team managers and meeting information accordingly.
Ordering and maintaining stationery/non-stock
To receive referrals, organising urgent referrals as a priority, to allocate and book appointments
Please see attached JD
About us
Welcome to Birmingham and Solihull Mental Health NHS Foundation Trust. Our 4000 clinical and support staff help us to improve mental health wellbeing and meet the needs of the 70,000 people we serve each year. We provide a range of mental healthcare services across Birmingham and Solihull, as well as specialised services nationally. We also offer medical, nursing and psychology training and are proud of our international reputation for both research and innovation.
Our population is culturally diverse, characterised in places by high levels of deprivation which create an increasing demand for our services and a necessity for us to make sure everyone can access the help they need. We are a team of compassionate, inclusive and committed people working together to provide excellent care to support our community. If you are looking for a place to belong, where you can make a real difference to people's lives, join our team where our warm welcome is waiting for you.
Job description
Job responsibilities
Organisational
The post holder will be responsible for providing a comprehensive secretarial service which includes:
Responsibility for the receipt of correspondence and recording of all post to the management Team
Word processing of correspondence, letters, reports, including the use of audio typing via digital dictation systems.
Co-ordinating and sending out correspondence and reports for the clinical team in a timely and efficient manner
Arranging appointments for the clinical team, booking rooms, booking interpreters and arranging the appropriate equipment.
Taking informal notes of meetings, circulating appropriate documentation, as and when required
To be responsible for the accurate filing into the care record and timely retrieval of the same when requested by a member of the team
Maintenance of an Office Diary to record all types of leave and absence for team managers and meeting information accordingly.
Ordering and maintaining stationery/non-stock
To receive referrals, organising urgent referrals as a priority, to allocate and book appointments
Responsible for dealing with all enquires and correspondence made by post, email or telephone, prioritising accordingly all correspondence and message, drawing attention to any marked urgent
Inputting of activity data on the patient registration system according to trust timelines
Responsible for organising meetings including CPAs and Care Reviews and setting up rooms in readiness, e.g. notes, documentation, etc., ready for staffs use.
Utilise the Trusts electronic systems including e-series and NHS supplies to assist the team manager and CMHT on a day to day basis.
The Post holder will be required to provide cover for other members of the admin team during periods of leave and sickness absence.
To undertake word processing, photocopying, scanning, e-faxing and administration work in connection with patient correspondence
To ensure all notice boards within CMHT department are updated and maintained with current information.
Information Technology
The post holder will be required to use Trust Software, Microsoft Outlook to receive and send electronic mail as required.
The post holder is responsible for ensuring they are proficient in the use of Microsoft Office Software, including packages for corresponding, storing and producing documents and information as required.
To input patient information onto the patient registration system (RIO).
To input discharge transfer information onto the Patient registration system at the direction of the team manager.
To ensure the care records are tracked through ECRT (Electronic Care Record Tracking) system as per instructions.
Ensuring all KPI information is entered in a timely fashion according to Trust timelines.
To access and produce reports via the Insight system as requested by the team manager.
Job description
Job responsibilities
Organisational
The post holder will be responsible for providing a comprehensive secretarial service which includes:
Responsibility for the receipt of correspondence and recording of all post to the management Team
Word processing of correspondence, letters, reports, including the use of audio typing via digital dictation systems.
Co-ordinating and sending out correspondence and reports for the clinical team in a timely and efficient manner
Arranging appointments for the clinical team, booking rooms, booking interpreters and arranging the appropriate equipment.
Taking informal notes of meetings, circulating appropriate documentation, as and when required
To be responsible for the accurate filing into the care record and timely retrieval of the same when requested by a member of the team
Maintenance of an Office Diary to record all types of leave and absence for team managers and meeting information accordingly.
Ordering and maintaining stationery/non-stock
To receive referrals, organising urgent referrals as a priority, to allocate and book appointments
Responsible for dealing with all enquires and correspondence made by post, email or telephone, prioritising accordingly all correspondence and message, drawing attention to any marked urgent
Inputting of activity data on the patient registration system according to trust timelines
Responsible for organising meetings including CPAs and Care Reviews and setting up rooms in readiness, e.g. notes, documentation, etc., ready for staffs use.
Utilise the Trusts electronic systems including e-series and NHS supplies to assist the team manager and CMHT on a day to day basis.
The Post holder will be required to provide cover for other members of the admin team during periods of leave and sickness absence.
To undertake word processing, photocopying, scanning, e-faxing and administration work in connection with patient correspondence
To ensure all notice boards within CMHT department are updated and maintained with current information.
Information Technology
The post holder will be required to use Trust Software, Microsoft Outlook to receive and send electronic mail as required.
The post holder is responsible for ensuring they are proficient in the use of Microsoft Office Software, including packages for corresponding, storing and producing documents and information as required.
To input patient information onto the patient registration system (RIO).
To input discharge transfer information onto the Patient registration system at the direction of the team manager.
To ensure the care records are tracked through ECRT (Electronic Care Record Tracking) system as per instructions.
Ensuring all KPI information is entered in a timely fashion according to Trust timelines.
To access and produce reports via the Insight system as requested by the team manager.
Person Specification
Qualifications
Essential
- NVQ Level II Receptionist or Admin qualification or working towards
- GCSE English or Equivalent
Desirable
Skills
Essential
- Up-to-date working knowledge of all Microsoft packages
- Relevant experience of working in a healthcare setting
Desirable
Experience
Essential
- Relevant experience of working in a healthcare setting
- Experience in a customer focussed environment
Desirable
- Experience of working in a healthcare client faced organisation
Person Specification
Qualifications
Essential
- NVQ Level II Receptionist or Admin qualification or working towards
- GCSE English or Equivalent
Desirable
Skills
Essential
- Up-to-date working knowledge of all Microsoft packages
- Relevant experience of working in a healthcare setting
Desirable
Experience
Essential
- Relevant experience of working in a healthcare setting
- Experience in a customer focussed environment
Desirable
- Experience of working in a healthcare client faced organisation
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.
