Band 4 Administration Co-ordinator
Job summary
To provide a supervisor role in the implementation and development of systems and undertake the supervision of administration processes for the Band 3s Yewcroft CMHT.
With local responsibility for monitoring outpatient areas and data, day to day administration processes in conjunction with the Administration Lead and the Team Managers. To be responsible for ensuring there is an effective and structured provision of administration services within your team. To be responsible for the co-ordination of information systems in the CMHTs and supporting the Administration Lead on delegated Trust and Division-wide initiatives such as; Health and Safety, Data Quality, Information Governance, Rio and Digital Dictation systems. To operate within the Division's/Trust's systems and act as part of a wider administration/secretarial team for the Division.
Main duties of the job
Local responsibility is held for the supervision of the Band 3s administrative & secretarial support services within Yewcroft CMHT, including the management and effective operation of recruitment, appraisal, supervision and training of all admin staff in conjunction with Team Manager and Administration Lead.
The post holder will take responsibility for setting up and maintaining office systems & procedures within the CMHT, in consultation with the Administration Lead and Team Manager. To ensure that the clinical activity and information/data requirements of the teams are fully supported.
When necessary to be included in the admin numbers and provide additional support, in times of absence, to ensure continuity of service and timely management of workload.
please see attached JD/Person Spec for further details
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
Principal Duties and Responsibilities
Communication
To ensure that the Team Manager/Administration Lead are fully briefed on progress of work & action taken on delegated authority.
To hold frequent meetings with the administration staff located in the CMHT in conjunction with the Admin Lead.
To lead on communication with external agencies within delegated specialist areas.
The post holder is expected to undertake necessary routine correspondence on own initiative.
Organisational
To be responsible and accountable for the delivery of administrative, secretarial and clerical service ensuring that standards of performance and delivery are monitored and achieved.
To be responsible for undertaking word-processing, as and when required, to include the use of audio typing via digital dictation systems.
To attend meetings and produce minutes, as and when required.
The post holder is responsible for reading, understanding and complying with all relevant Trust and Statutory policies and procedures.
Responsible for providing cover for Administration Lead during their absence wherever possible.
Responsible for policy implementation and adherence within local area responsibility.
Responsible for ensuring confidentiality is maintained at all times in accordance with the Data Protection Act, Trust Policy and Good Practice.
Responsible for ensuring appropriate levels of administration, clerical and secretarial staffing is available in order that all necessary operational tasks within the designated area of responsibility can be undertaken.
Responsible for ensuring that compilations file of standard letters is developed and maintained and RIO updated when changes occur.
To provide admin support to the Team Manager to include minute taking and any other admin support when required.
Clinical
To maintain clinical records systems including tracking, storage, archiving, retrieval and security of the same.
To liaise with clinicians with regard to the outpatient functionality
To ensure security of controlled stationary.
Supporting the Team Manager in meeting quality standards and targets.
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Professional
To induct/train Band 3 Admin & Clerical staff recruited to the team
To ensure a record of training is kept for all admin staff within the teams and to conduct training needs analyses as and when required to support this.
To participate in the induction of all other disciplines of staff & outside agencies.
To participate in the trusts appraisal system, and to deliver this to Band 3 admin and clerical staff within the team in conjunction with the Administration Lead.
To manage in accordance with BSMHFT Behavioural profile for managers
Information Technology
To manage & develop the IT systems & training requirements of Band 3 staff within the team.
Responsible for supporting multi-disciplinary team with regards to I.T. matters including facilitating training, email and access to intranet/internet facilities.
Responsible for ensuring the efficient accurate and timely input of data into the Trust Patient Information system (e.g. Contacts, appointments, referral and registration, etc) and advise team of any delays.
To access and produce report via the Insight system to support the Team Manager in monitoring Key Performance Indicators and maintaining data quality, ensuring compliance with required targets.
Education and Research
To liaise with relevant external organisations to provide training where not available within the Trust to admin and clerical staff.
To attend mandatory training days and team away days.
To participate in the Trust induction of all other disciplines of staff and outside agencies, and provided local induction programme and information.
Managerial and Financial
To be responsible for the day-to-day supervision of the Band 3 clerical services within the CMHT, including recruitment, supervision, training and appraisals, ensuring effective use of time
To maintain personal files & absence records, coordinating leave requests ensuring minimal cover is maintained
To be responsible for the implementation of Management of Attendance in conjunction with Administration Lead.
To be responsible for delivering training and providing on-going support on various internal/external information systems for appropriate administration and clinical staff
To regularly monitor Band 3 staffs performance against their KSF profiles, ensuring they are fully briefed on their post outline in line with the Trusts appraisal system, maintaining Trust KPIs.
To ensure that goods & services are requisitioned and receipted in-line with Standing Financial Instructions, keeping to strict budgets as agreed with the Team Manager and Administration Lead.
To collate and present monthly sickness data reports as required by the Administration Lead and Team Manager within laid down timescales.
To report to the appropriate manager where appropriate, matters of concern in relation to staff conduct and performance.
Health & Safety/Estates/Security, Fire
To ensure working practices comply with relevant Fire, Health & Safety legislation and information is disseminated to the teams and to follow up areas of concern.
To ensure incident reports for areas of responsibility are completed and acted upon in a timely manner.
General
To undertake any necessary duties, commensurate with the grade, which may be, required by Administration Lead.
The post may change over time to meet organisation/personal requirements and this job description may be changed after consultation with the post holder.
We are unable to support applications from job seekers who require sponsorship to work the United Kingdom (UK)
This role gives the opportunity for hybrid working and you will typically be asked to work in a hybrid way, working from your home and also from Trust HQ The Uffculme Centre, or any other agreed site.
Person Specification
Qualifications
- NVQ level 3 or equivalent
- RSA level 3 or equivalent
- Training in Microsoft software packages including Outlook, Excel, and PowerPoint
Knowledge and skills
- previous experience working in a healthcare environment
- Experience of dealing with distressing situations
- Experience of working under pressure
- experience of liaising with a range of disciplines
ICT Skills
- Evidence of proven IT skills
- Training in microsoft packages
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
Birmingham and Solihull Mental Health NHS Foundation Trust
Address
Yewcroft Community Mental Health Team (CMHT)
Main House, Hollymoor Way, Northfield, Birmingham,
Birmingham
B31 5HE
United Kingdom
Employer's website
https://www.bsmhft.nhs.uk/