Job summary
We are a free NHS psychological therapy service for adults living across Thurrock who are experiencing common mental health difficulties including depression and anxiety disorders such as OCD, PTSD and social phobia.
Inclusion NHS Talking therapy service is provided by Inclusion, which is part of Midlands Partnership NHS Foundation Trust. At Inclusion we believe that the individuals and families who use our services should receive a high quality, committed and inclusive service.
We are an Improving Access to Psychological Therapies (IAPT) service. This means that we can give you quick, simple access to the right therapy for your needs.
All of the therapy we provide is based on evidence and research which means we have a range of effective options that can giveyou the tools and skills you need to improve your wellbeing.
We currently have a vacancy in our admin team that would suit someone who enjoys a challenge, understands that detail, confidentiality, and focus are important when dealing with clients and client information, and enjoys the support, flexibility, and job satisfaction that come from working as part of a dedicated admin team.
Main duties of the job
An exciting opportunity has arisen: 1 x post 22.5 hours per week (across 5 days)- fixed term for 8 months, Band 3 Administrator role at Inclusion Thurrock NHS Talking therapies service.
This is an excellent opportunity for a motivated, organised person with excellent attention to detail, proficiency with IT systems, ease in fielding incoming calls, and a desire to significantly contribute to a fast-paced team.
This is a primary-care mental health service that does not deal with clients in crisis. However, we often see clients who are extremely distressed, anxious, depressed, and confused. It's important that you are able to deal with clients calmly and confidently while being aware of professional boundaries. Experience working in a primary care or mental health setting would be an advantage, but not essential.
The work can be varied and involves some reception work, telephone and face-to-face contact with service users, and organizational duties for therapists and managers. The admin team and reception are often praised and complimented for their responses to clients and for providing a calm, welcoming, and professional first contact. This is the culture we wish to maintain and improve upon as we continue to develop services for our communities across Thurrock.
In-person interviews will take place at our Grays office, and a quick IT test will be required after the interview.
About us
By joining Team MPFT, you will be helping your communities and in return for this, we will support you by;
- Supporting your career development and progression
- Excellent NHS Pension scheme
- Generous maternity, paternity and adoption leave
- Options for flexible working
- Up to 27 days annual leave (increasing with service up to 33 days) and the opportunity to purchase additional leave
- Extensive Health and Wellbeing support and resources
- If you work in our community teams, we pay for your time travelling between patients
- Lease car if you complete more than 500 business miles per annum, fully insured and maintained (including tyres), mileage paid at lease car rate
- Salary sacrifice car - fully insured and maintained (including tyres), your gross pay is reduced by the cost of the vehicle before tax, NI and pension deductions are calculated, milage paid at business rates
- Salary sacrifice bikes up to £2k
- Free car parking at all trust sites
- Free flu vaccinations every year
- Citizens Advice support linked with a Hardship Fund for one off additional support up to £250 (if the criteria is met)
And more. We are proud to be a diverse and inclusive organisation and there is a choice of staff networks that help you meet like-minded people.
Job description
Job responsibilities
Main duties and responsibilities
- Respond promptly to all incoming telephone calls and emails to ensure urgent matters are dealt with promptly with messages recorded and relayed accurately.
- Monitoring voicemail and dealing with call backs promptly including cancellations/rescheduling of appointments.
- Dealing with enquiries to the service by patients and their family, health professionals.
- Attention to detail is vital in this work at all stages of data entry, taking and recording messages and communications within the service.
- Entering data accurately according to IAPTus programme requirements and service procedures. Extracting information on request to assist Locality Manager and Clinicians.
- Receive, distribute and despatch mail, ensuring confidentiality is maintained.
- To carry out typing, word processing of reports, documents and correspondence.
- To undertake photocopying duties as required.
- Assist with setting up and maintaining filing systems.
- Carry out general office duties as appropriate, using equipment as provided.
- Assist in receiving visitors and making appointments where necessary.
- To log and chase any building maintenance issues timely and effectively.
- Inclusion Thurrock is a 08:30 20:00 hr service and staff are required to work evenings and late shift, currently one evening per week. Work flexibly as a team and support each other as needed.
- Required on an ad-hoc basis to lock up the office in accordance with the current lock up procedures when completing a late shift.
- Responsible for providing high quality administrative support to the multi-disciplinary psychological therapies team including room bookings, responding to staff sickness alerts and batch distribution of patient correspondence.
- Diarise work to be completed weekly / monthly.
- Working at reception desk on a rota system.
- Complete any course administration and update on the system accordingly.
- Take minutes at monthly team meetings. (rota )
- Responsible complete processes for petty cash.
- Expected to use own initiative to deal with routine matters.
- Every morning attend to overnight answerphone messages (staff reporting sickness absence, patient appointments to be cancelled, patients self-referring etc); responsible for prioritising call-back tasks and organise distribution of workload among the team.
- Responsible for monitoring batch printing requirements and ensuring timely action or delegating to other team members if necessary.
- Close liaising with Senior Administrator to organise own workload to meet priority needs and reduce risks to service quality.
Job description
Job responsibilities
Main duties and responsibilities
- Respond promptly to all incoming telephone calls and emails to ensure urgent matters are dealt with promptly with messages recorded and relayed accurately.
- Monitoring voicemail and dealing with call backs promptly including cancellations/rescheduling of appointments.
- Dealing with enquiries to the service by patients and their family, health professionals.
- Attention to detail is vital in this work at all stages of data entry, taking and recording messages and communications within the service.
- Entering data accurately according to IAPTus programme requirements and service procedures. Extracting information on request to assist Locality Manager and Clinicians.
- Receive, distribute and despatch mail, ensuring confidentiality is maintained.
- To carry out typing, word processing of reports, documents and correspondence.
- To undertake photocopying duties as required.
- Assist with setting up and maintaining filing systems.
- Carry out general office duties as appropriate, using equipment as provided.
- Assist in receiving visitors and making appointments where necessary.
- To log and chase any building maintenance issues timely and effectively.
- Inclusion Thurrock is a 08:30 20:00 hr service and staff are required to work evenings and late shift, currently one evening per week. Work flexibly as a team and support each other as needed.
- Required on an ad-hoc basis to lock up the office in accordance with the current lock up procedures when completing a late shift.
- Responsible for providing high quality administrative support to the multi-disciplinary psychological therapies team including room bookings, responding to staff sickness alerts and batch distribution of patient correspondence.
- Diarise work to be completed weekly / monthly.
- Working at reception desk on a rota system.
- Complete any course administration and update on the system accordingly.
- Take minutes at monthly team meetings. (rota )
- Responsible complete processes for petty cash.
- Expected to use own initiative to deal with routine matters.
- Every morning attend to overnight answerphone messages (staff reporting sickness absence, patient appointments to be cancelled, patients self-referring etc); responsible for prioritising call-back tasks and organise distribution of workload among the team.
- Responsible for monitoring batch printing requirements and ensuring timely action or delegating to other team members if necessary.
- Close liaising with Senior Administrator to organise own workload to meet priority needs and reduce risks to service quality.
Person Specification
Application Form
Essential
- Experience of working in Primary Care or NHS Service.
Shortlisting Requirements
Essential
- 1-3 years' Administration experience
- Previous experience with fielding in-coming / out-going calls
- proficient with IT Systems
- Ability to work effectively as a member of a team.
- Good interpersonal skills and communication skills
- An understanding of data protection & confidentiality issues.
- Ability to some flexibility in working hours including some evenings
- Capacity to work respectfully with Service Users.
- Willingness to support and assist with appropriate aspects of work
Desirable
- Experience of working in Primary Care or NHS Service.
- Experience of working in a busy environment
- Demonstrates being able to work as part of a team
- Knowledge of performing receptionist duties
- Experience of working in a Mental Health setting.
- Experience of liaising with Service Users and other agencies.
I.T Test
Essential
- Completion of the I.T. test successfully
Person Specification
Application Form
Essential
- Experience of working in Primary Care or NHS Service.
Shortlisting Requirements
Essential
- 1-3 years' Administration experience
- Previous experience with fielding in-coming / out-going calls
- proficient with IT Systems
- Ability to work effectively as a member of a team.
- Good interpersonal skills and communication skills
- An understanding of data protection & confidentiality issues.
- Ability to some flexibility in working hours including some evenings
- Capacity to work respectfully with Service Users.
- Willingness to support and assist with appropriate aspects of work
Desirable
- Experience of working in Primary Care or NHS Service.
- Experience of working in a busy environment
- Demonstrates being able to work as part of a team
- Knowledge of performing receptionist duties
- Experience of working in a Mental Health setting.
- Experience of liaising with Service Users and other agencies.
I.T Test
Essential
- Completion of the I.T. test successfully
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).
