Team Administrator
Job summary
Are you an experienced administrator looking to take the next steps in your NHS career?
We are seeking motivated, organised and proactive Administrators with the following experience and skills :
Organising and minuting meetings, ensuring actions are tracked and followed up
Experience of using an NHS EPR system ie S1/Rio/Iaptus
Previous experience in supporting medical Clinic's including but not exhaustive of: MH forms/appt set up and reminders/updating patients electronic records
Monitoring and supporting shared team in box
Strong IT skills, especially in Microsoft Office, and confidence in handling data
Strong communicating skills both in writing and verbally with team members, professionals from other teams and patients.
Able to deal with patients who are emotionally vulnerable/distressed compassionately and appropriately
Supervising and supporting junior administrative colleagues, helping to develop working practises
For further details please contact Urja Sharma, Admin Team Leader, H&F MINT. U.sharma@nhs.net
Main duties of the job
1.1 To provide a high quality administrative service to a multi-disciplinary team
1.2 Within a team framework provide a high quality comprehensive support function ensuring effective standards of quality and equality to team of workers, including an effective responsive reception service to callers to office.
1.3 To provide an effective and efficient quality word processing support service, utilising software including Microsoft packages. And to carry out audio-transcriptions
1.4 To support the team with all administrative tasks around team meetings including CIG meetings (diary management/minute taking/action logs)
1.5 To be responsible for initiating, developing and maintaining client record systems ensuring all of the statutory and organisational requirements for their maintenance, safekeeping and disposal are adhered to at all times.
1.6 To be responsible for the day to day processing of an effective and sensitive customer service when dealing with direct contact with Service Users, telephone calls and correspondence, (some patients may be emotionally vulnerable/distressed. Receiving and recording accurate and concise messages, ensuring messages are forwarded on appropriately and timely.
1.7 To maintain information system detailing the whereabouts of department members during working day, relaying details appropriately and timely.
About us
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ 4,500 staff, of whom 56% are BME. Our turnover for 2023-24 is £426m.
The Trust is rated as 'Good' overallby the Care Quality Commission. Forensic services are rated as 'Outstanding'.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Job description
Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Person Specification
Qualifications
- oGood standard of general education including English and Maths
- oEvidence of personal development
- NVQ
Experience
- oExperience of Administration/Secretarial / Reception work
- oExperience of Data entry
- oExperience of arranging and supporting meetings
- oExperience of Filing and Photocopying
- oDemonstrated ability to develop positive relationships with people.
- oDemonstrated ability to work within and show understanding of equal opportunities.
- o Working in a team
- oSupervising staff
- oExperience of patient record systems/databases
- oWorking in a Mental Health setting.
Knowledge
- oConfidentiality
- oData Protection Act
- oA range of secretarial processes / Admin procedures
- oKnowledge of Health and Safety at Work
- oKnowledge of Microsoft Word, Excel and PowerPoint
- oKnowledge of Equal Opportunities and Diversity
- oUnderstanding of mental health issues
- oProducing activity reports
Skills
- oExcellent written and verbal communication skills
- oAbility to work autonomously within a team and with other disciplines.
- oAble to deal with staff, visitors and clients in a professional, courteous and helpful manner
- oAccurate data entry skills
- oAccurate minute taking skills
- oAbility to work under pressure as part of a team or independently
- oAbility to work collaboratively and in partnership with other managers, professions and agencies.
- oAble to organise and prioritise work
- oAble to exercise discretion and maintain confidentiality at all times.
- oTrained in the use of electronic patient record system
- oMicrosoft PowerPoint
- oAdvanced Excel skills
- oDatabase skills (Microsoft Access)
Other Requirements
- oSelf-motivated
- oA flexible, enthusiastic and mature attitude.
- oAdaptable to change
- oCommitted to team/service development and able to promote a positive image of the Service.
- oEnthusiastic and willing to learn
- oProfessional presentation/standard of work
- oMethodical approach to tasks
- oTeam player
- oAbility to learn new 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.
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.
Employer details
Employer name
West London NHS Trust
Address
H and F Mental Health Unit
37 Claybrook Road,
London
W6 8NF
United Kingdom
Employer's website
https://www.westlondon.nhs.uk