NHS Talking Therapies Administrator

Integrated Care System; Farnborough; On-site; GBP 24,000 - 27,000; Full time

Job summary

A leading healthcare organization is seeking an NHS Talking Therapies Administrator in Farnborough. The role involves vital administrative support, managing patient referrals, and ensuring the confidentiality of sensitive information. Ideal candidates will have previous administrative experience in a busy office environment, effective communication skills, and a commitment to team collaboration.

Qualifications

• Strong written and verbal communication skills for clear interactions.
• Experience in managing sensitive patient information.
• Ability to work under pressure and manage stress effectively.

Responsibilities

• Maintain administrative systems for patient management.
• Prepare and process patient referrals promptly.
• Assist with general administrative duties and monitoring patient information.

Skills

Team Working

Communication

Organizational Skills

Flexibility

Confidentiality Awareness

Education

NVQ Level 2 or equivalent

Tools

Microsoft Office

Job description

The post holder will be a member of the TalkPlus NHSTalking Therapies administrative team.

Pleaserefer to the job description for more information about the role.

Main duties of the job

The main duties and responsibilities of the role will be;

Tomaintain a range of administrative systems for the TalkPlus NHSTalking Therapies service.

Responsible for preparing and collating patient referrals, inputtingpatient referrals onto the patient management system promptly, ready forscreening.

Process information received via TalkPlus inbox, includingreceiving and chasing patient information, referrals, opt-ins, and ad-hocpatient information.

Assist with telephone enquiries by answering the calls promptlyand directing calls and taking messages.

Tocontribute to ensuring the requirements for internal and external monitoringand evaluation are met.

Produce the correct letters and documents on the patientmanagement system and send them promptly.

Provide administrative support to the TalkPlus team members asrequired.

Monitor the discharge procedure by discharging people who havenot engaged.

Sometimes experiencing/dealing with difficult and upsettingsituations.

About us

TalkPlus, a division of North Hampshire Urgent Care(NHUC), is working with Frimley ICB to provide the NHS Talking Therapy forAnxiety and Depression services within Farnborough, Aldershot, Yateley, Fleet,and Farnham. The service has been live since the start of November 2010 anddelivers evidence-based Cognitive Behavioral Therapy (CBT) and a range of otherNICE-approved treatments to people with common mental health problems,including depression and anxiety. TalkPlus is fully committed to equality and diversityand encourages applications from all sections of the community, including usersof mental health services.

Job responsibilities

JOB DESCRIPTION

Post Title: NHS Talking Therapies Administrator

Band: 3

Reports to: Administration Manager

Key Relationships: NHS Talking Therapies Team, Primary Care teams

Location: TalkPlus, The Meads Business Centre, 19 Kingsmead, Farnborough, GU14 7SR.

Hours: 37.5 hours PER WEEK - potential to do part time hours (Days/Shifts to be agreed before appointment but must include one late shift working till 8pm)

Administration Office Hours are Monday to Thursday 08:00 - 20:00 Friday 08:00 - 17:00

Salary Range: £24,937 - £26,598 per annum depending on experience

Main Duties and Responsibilities

To maintain a range of administrative systems for the TalkPlus NHS Talking Therapies service.

• Responsible for preparing and collating patient referrals, inputting patient referrals onto the patient management system promptly, ready for screening.
• Process information received via TalkPlus inbox, including receiving and chasing patient information, referrals, opt-ins, and ad-hoc patient information.
• Assist with telephone enquiries by answering the calls promptly and directing calls and taking messages.
• To contribute to ensuring the requirements for internal and external monitoring and evaluation are met.
• Produce the correct letters and documents on the patient management system and send them promptly.
• Provide administrative support to the TalkPlus team members as required.
• Monitor the discharge procedure by discharging people who have not engaged.
• Sometimes experiencing/dealing with difficult/upsetting situations.

Administration

Complete back of house Admin daily checklist, including:

• Highlight risk referrals to Duty and maintain red flag tracker.
• Chase request for information.
• All regular SMS/Contact for patients on waiting lists (e.g., 28-day text)
• Review team tracker
• Check no-reply inbox
• DIPS
• Process patient Opt-in forms
• Chase/Check read receipts.
• Monitor TalkPlus inbox for back-of-house support
• Monitor TalkPlus Admin Teams chat for support required.
• Keep patient information updated using the IAPTus System.
• Maintain diaries of therapists, such as cancelled/rescheduled appointments.
• Support the Admin manager with ad-hoc back-of-house functions or audits.
• Pick up voicemails promptly and take action by passing messages on or processing them.
• Facilitate courses by helping course leaders with admin, also prepare information for courses such as, handouts and paperwork.
• Maintain filing systems in accordance with systems and procedures.
• Keep patient information updated using the IAPTus System.
• Book/fill all available appointments.
• Keep up to date with relevant policies and procedures and undertake appropriate training.

In Office Duties and reception cover:

• To operate and manage the reception/meet and greet Letting people into the department and showing them to the correct areas.
• Maintain a library of reference material relating to NHS Talking Therapies.
• Check and maintain stationery supplies, including leaflets & documents.
• Check and maintain refreshment supplies.
• Use photocopier and other office machines as appropriate, Inc. shredding/scanning.
• Facilitate courses by helping course leaders greet patients and prepare course handouts
• Complete reception late cover specific duties on the Admin Daily Checklist.
• Ensure cover is arranged for reception.
• Ensure reception and waiting area are always kept clean and tidy, this includes switching the radio on at the beginning and off at the end of the day, watering plants, removing old leaflets, and adding new ones to the notice board.
• Help maintain the Master Rooms Booking System (MRBS)
• Notify the Administration Manager and Operations Manager promptly if anything needs fixing or investigating.

General

To contribute to the ongoing development of the service and to best practice.

• Work within NHUC and TalkPlus policies and procedures.
• All employees have a duty and responsibility for their own health and safety and the health of safety of colleagues, patients and the general public.
• All employees have a responsibility and a legal obligation to ensure that information processed for both patients and staff is kept accurate, confidential, secure and in line with the Data Protection Act (1998) and Security and Confidentiality Policies.
• Undertake not to abuse their official position for personal gain, to seek advantage of further private business or other interests in the course of their official duties.

This list is non exhaustive and other duties may be required to be undertaken to meet the needs of NHUC.

Person Specification

Other

• Must be able to understand the importance of patient confidentially and a confidentially agreement will be signed by you.
• Strong commitment to collaborative and team working.
• Commitment to NHUCs Equal Opportunities and Diversity policies.
• Willingness to undergo an enhanced CRB check
• Flexibility to cover office hours as required
• High standard of written and verbal communication skills to communicate clearly and effectively with colleagues, service users, carers and relatives.
• Ability to work under pressure and manage own personal stress.
• Ability to work as an effective team member and form good working relationships.
• Working knowledge of Microsoft Office (Word, Excel, PowerPoint)
• Organised with Can-do attitude
• Reliable with plenty of common sense
• Some knowledge of the IAPT programme

Qualifications

• Educated to NVQ Level 2 or equivalent

Experience

• Previous administrative experience
• Experience of working in a busy office environment
• Experience of working with a range of colleagues
• Experience of working within the NHS
• Some knowledge of mental health issues

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.