Team Administrator
Job Description
Job summary
We are seeking to recruit a Full time (37.5 hours per week) Administrator to join other administrative colleagues to work within the well-established Sutton Older People's CMHT. the post holder will work flexibly across the whole of the Older People's Services based at Cheam.
The service is based at Cheam Resource Centre in North Cheam, and comprises of a Memory Assessment Service, Community Mental Health Team and Challenging Behaviour Service. Our service operates between 9-5 Monday to Friday.
Main duties of the job
The successful applicant will have relevant educational and administrative experience of working within a team and ideally within a Mental Health Team. The applicant will have excellent administrative and Communication skills, as a regular part of the role is to be the first point of contact, on reception, for the people that use our service and families/carers and visitors to the clinic. The role also includes managing referral systems, processing clinical documentation as well as supporting with minute taking in meetings and using a variety of clinical and administrative systems.
You will need to be able to deal with multiple telephone enquiries from patients and respond sensitively and with compassion. The applicant will have the ability to prioritise work, be able to work autonomously and confidently, be able to work flexibly to meet the needs of the Multi Disciplinary team of the wider service and demonstrate motivation in the fast paced setting of the work environment.
About us
We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services as we invest a further £120m to upgrade and modernise our estate by 2027.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety of benefits to enable a positive, welcoming environment in which our people and their careers can thrive.
Come and join our inclusive teams and help our patients on their recovery journey.
Job responsibilities
To provide administrative support to MDT colleagues, including doctors and Clinical Psychologists to type assessment letters, discharge summaries and all other relevant documents are accurately and efficiently typed and dispatched according to priority.
To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
To ensure that all patients and visitors are received in a courteous and efficient manner.
To be responsible for ensuring referrals to the team are processed efficiently and respond to urgent referrals when necessary, making sure they are passed on to a senior member of the team.
To scan and upload medical results onto computerised data management systems, ensuring that the data is accurate and up to date.
To be responsible for providing monthly performance indicators in a timely manner. To extract data and provide other returns as requested.
To take minutes at team meetings and distribute these as appropriate.
To liaise with Facilities regarding small building maintenance issues and where appropriate co-ordinate all the Facilities services provided to the team including domestic, catering and security.
To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the relevant manager regarding any problems.
To manage outpatient clinics and reception.
To ensure that all post is opened, date stamped and distributed accordingly.
To implement and contribute to policy and service development in relation to own area as required.
Person Specification
Experience
Essential
- Demonstrable experience of administrative & secretarial work
- Experience of working within a multi-disciplinary team
- Experience of providing helpful and efficient customer service
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of using computerised databases
- Supervisory experience in an administrative/clerical environment
Training & Qualifications
Essential
- NVQ Business Administration level 3 or willingness to work towards achieving it
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- NVQ Business Administration level 2 or 3
Knowledge & Skills
Essential
- Intermediate computer skills with Microsoft packages for example, Word, Excel, Outlook
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to calmly work under pressure
- Exceptional organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
- Excellent communication and interpersonal skills
- Ability to provide secretarial support for meetings e.g. organising, booking rooms, minute taking
Desirable
- Knowledge of computerised patient databases
- Knowledge of mental health issues
- Intermediate Microsoft Excel skills
- Audio typing skills
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.
Certificate of Sponsorship
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).
Employer details
Employer name
South West London and St Georges Mental Health NHS Trust
Address
Cheam Resource Centre
671 London Rd
Sutton
SM3 9DL
