Job summary
- Main area
- Admin
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Full tme - 37.5hr per week)
- Job ref
- Admin Assistant
- Employer
- East London NHS Foundation Trust
- Employer type
- NHS
- Site
- Dunstable Community Mental Health Team, Grove View Integrated Health Care Hub
- Town
- Dunstable
- Salary
- Defendant on experience
- Closing
- 13/01/2025 23:59
Employer heading
363-BED6796789-A
NHS AfC: Band 3
ELFT has long been recognised as a centre of excellence for mental and health care, innovation and improvement. So it is a very exciting time for you to come and work for us. Our mission is to make a positive difference to people's lives by improving quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
Job overview
An opportunity has become available to join Dunstable Community Mental Health Team at Grove View Integrated Health & Social Care Hub as an Admin Assistant.
The successful applicant will be part of a small admin team who operate as the first point of contact for service users, carers, multidisciplinary colleagues, and other organisations.
Main duties of the job
To provide an effective and efficient administrative and clerical service to the service/team. S/he will be expected to work flexibly within the administrative team and contribute to the smooth functioning of the systems underpinning the service to service users.
The post holder will be required to work in a busy and demanding environment and should be able to work without direct supervision and to exercise initiative. The ability to multi-task is also essential
Working for our organisation
Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
Detailed job description and main responsibilities
1. To ensure that all incoming post is date-stamped and distributed to the appropriate persons, and that out-going mail is sorted according to internal, external departments and relevant agencies.
2. To receive all incoming calls to the service/team and deal appropriately in a courteous and helpful manner.
3. To deal with a range of queries from the public and other agencies in a polite and helpful manner, also by telephone and face to face encounters, seeking advise and guidance from Team Administration Lead.
4. To take and promptly pass on accurate notes and information, exercising independent judgement and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.
5. To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
6. To manage the diary and appointments system, clinic lists and inform clinicians of their appointment arrivals.
7. To ensure that staff have updated the appointment system.
8. To co-ordinate and oversee room bookings and report any problems as appropriate.
9. To type correspondence such as letters, reports using digital dictation when required.
10. To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
11. To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc are kept up to date in line with record keeping policies.
12. To open, close and archive and file patient files as appropriate in line with recording keeping policies.
13. To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
14. To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc available for colleagues and service users.
15. Receive and manage referrals into the service, and discharges
16. To update patient information on files and on IT database systems, including Rio ensuring data quality is monitored and any concerns raised.
17. To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.
18. To provide administrative support to service/team for presentations including setting up of equipment, providing handouts and refreshments as appropriate
19. To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times.
20. To receive regular one to one and team supervision from the Team Administration Lead
21. As a service/team member to work flexibly in order that essential priority tasks are covered and dealt with.
22. To use information technology for a range of purposes.
23. To report to the Team Administration Lead any issues that are of concern relating to health and safety of the building.
24. To have excellent verbal, written and communication skills
25. To induct new staff to reception, filing and administration systems
26. To have the ability to remain calm and sensitive in difficult and stressful situations
Person specification
Eduation / Qualifications
Essential criteria
- English GCSE or equivalent
Skills / Abilities
Essential criteria
- Computer literacy, including word processing and data entry
- 50-60 wpm typing speed
- Ability to deal with distressed clients in a sympathetic manner
- Copy typing skills
- Ability to maintain strict confidentiality in all matters relating to clients
Experience
Essential criteria
- Working In a Team.
- Working as part of an administrative team
- Experience of routine office administration including reception duties
- Working within a mental health service
- Working in a Multidisciplinary Health Team
Knowledge/ Understanding
Essential criteria
- I.T/Administration
- Equal Opportunities.
- Confidentiality
- An Understanding of Office Procedures.
Employer certification / accreditation badges
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Documents to download
Further details / informal visits contact
- Name
- Teresa Conway
- Job title
- Business Support Lead
- Email address
- [email protected]
- Telephone number
- 07585995204
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