Team Administrator

Job description

Job responsibilities

Administrative

i) To provide a full range of high-quality administrative support to the service line teams

ii) To ensure accuracy of data recorded on the Trust EPR, as well as any local information assets.

iii) Accurately type correspondence and complex reports, summaries and other documents, both clinical and general, using audio and copy typing.

iv) To prepare and edit presentations using appropriate software packages.

v) To implement relevant high-quality office systems and exploit the use of IT, in conjunction with the team manager and in liaison with the administration manager as appropriate.

vi) To accurately maintain all relevant service user data systems in a timely manner in accordance with Trust and local standards.

vii) To manage diaries of allocated managers/professionals appropriately.

viii) To use initiative appropriately to deal with and prioritise post and telephone calls.

ix) To deal with all administrative duties to support the operation of the service line.

x) To obtain, create and maintain service user case notes in line with national standards such as Clinical Negligence Scheme for Trusts (CNST) and Trust and local policies.

xi) To liaise with the Health Records/Outpatients Manager about Access to Records queries if required.

xii) To arrange and service meetings as necessary including the taking of minutes.

xiii) To ensure adequate stocks of stationery, supplies and forms are maintained and used cost effectively within the department, liaising as appropriate with the appropriate Line Manager about orders and ordering in line with local procedures.

xiv) To provide, in conjunction with other administration staff, cross cover for other administrators/clinical support workers during periods of heavy work pressure or absence.

xv) To implement and follow relevant polices relating to secretarial and administrative duties.

Communication

i) Ensure good communication is maintained between colleagues at all levels and service users.

ii) To work with the line manager to ensure that all relevant people/departments are informed of the appointment and termination of team members.

iii) To inform the relevant department of any clinic cancellations or out patient appointments in line with Trust and local policies and procedures.

iv) To liaise with administrators and the relevant department to ensure service user follow-up appointments are made on discharge.

v) To ensure confidentiality is maintained when sharing information of a sensitive and contentious nature with other professionals, patients and carers.

vi) To handle any enquiries from service users and carers with sensitivity and tact using persuasion skills when required to resolve problems.

General

i) To participate in team meetings as required by your manager.

ii) To carry out reception duties when required, including: meeting and greeting visitors to the service and directing them to the correct person or department; managing the room bookings system.

iii) To maintain an accurate record of junior staffs, leave.

iv) To inform the line manager of any site issues in order to ensure that any maintenance or works problems in the department are dealt with in a timely manner, keeping appropriate records in line with local/Trust policy.

v) To comply with the Trusts Health and Safety policy and Safe Systems of Work and maintain appropriate records.

vi) To use the supervision and appraisal process to review professional standards and performance and to identify individual training needs, undertaking training as identified in the personal development plan and in negotiation with the line and administration manager.

vii) To ensure that the work area complies with health and safety requirements reporting as necessary any site issues to Senior Administrator/Team Manager or Associate Director.

viii) To be involved in stock control ordering stationery etc and managing petty cash if required.

ix) To undertake any other duties commensurate with the grade as requested by the appropriate manager.

Person Specification

Qualifications/Registration

Essential

• Evidence of good general education
• Formal computing and/or business administration qualifiation or equivalent experience
• Interest in continuing professional development

Skills/Abilities

Essential

• MS Office Software, to include Excel, Outlook and PowerPoint
• Communication skills, both verbally and in writing
• Ability to prioritise workload, able to work on own initiative and be proactive in problem solving
• Able to work in a challenging environment
• Diary management
• Be able to respond flexibly to competing demands of the service

Experience

Essential

• Experienced in the use of clinical databases to enter and retrieve information
• Experience of working in an administrative role
• Experience of servicing meetings

Desirable

• Experience of working in the NHS
• Understanding the needs of mental health service users
• Experience of working in a multi-disciplinary team

Knowledge

Essential

• An understanding of the Trusts Equal Opportunities policy, as well as HR policies and procedures
• An understanding of relevant legislation, e.g Health & Safety, Data Protection, Confidentiality

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.

Employer details

Employer name

Camden and Islington NHS Foundation Trust

Address

St. Pancras Hospital/HMHC

London

NW1 0PE

Employer's website

https://www.candi.nhs.uk/careers (Opens in a new tab)