Service Administrator

Cardiff and Vale University Health Board; Greater London; On-site; GBP 22,000 - 28,000; Full time

Job summary

You will join the Maudsley Hospital Maudsley Neuropsychiatry Outpatient Service as an Administrator, delivering a high-quality administrative service to a multidisciplinary team. You will book assessments, maintain appointments on the electronic patient journey system and handle telephone queries from service users, ensuring smooth, professional patient flow.

The role requires strong IT skills, Word formatting, and the ability to work independently or as part of a team, keeping records accurate

Qualifications

• Good general education including Maths and English.
• Level 2 qualification in admin or equivalent.
• Experience in an NHS or healthcare environment preferred.
• Proficient IT skills with MS Word and EPJS experience.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide high quality administrative support to the Neuropsychiatry team.
• Book assessments, maintain appointments and update the EPJS.
• Answer queries from service users and manage telephone liaison.
• Maintain clinic booking targets and update the Trust database.
• Process referrals and arrange transport when needed.

Skills

Good education

Admin experience

NHS environment experience

EPJS (Electronic Patient Journey Sys)

Word processing

IT proficiency

Communication skills

Time management

Teamwork

Confidentiality

Education

GCSE Maths and English (A-C)

Level 2 admin qualification (NVQ 2 / RSA 2)

Tools

Microsoft Word

EPJS

Electronic procurement system

Job description

This role presents an exciting opportunity for an Administrator to join our specialist, multi-disciplinary team. The Neuropsychiatry Neurorehab Outpatient Service provides specialist assessment and treatment for people with functional neurological disorders (FND) and also people suffering with the psychiatric complications of neurological and neurosurgical disorders, including epilepsy, Parkinson's, memory disorders, brain tumours etc. Maintaining close links with the Institute of Psychiatry, Psychology and Neuroscience (IOPPN), our team of Psychiatrists, CBT Therapists, Physiotherapists and Neurologists offer specialist assessments and evidence-based, patient-centred treatment options in the outpatient department of the Maudsley Hospital. The successful candidate will be responsible for the provision of a high quality administrative service to the multidisciplinary team. This includes booking assessments for service users, the upkeep of appointments and outcomes on the electronic patient journey system, telephone liaison with service users, diary management of the clinical staff, arranging transportation for service users, etc. We are committed to supporting staff in their career aspirations. We have career pathways available where you will be able to develop your skills and build on your experience to progress into other roles across different specialties., Formatting letters, reports and discharge summaries using Microsoft Word. - Dealing with queries from visitors and telephone callers, ensuring messages are delivered accurately and efficiently. - Provide administrative support to members of the Neuropsychiatry team. - Using the digital dictation service to access clinicians completed letters which may require formatting prior to sending. - Be the point of contact for appointments in the service. - Maintain a record of those who have attended or missed appointments. - Ensure all clinics remain fully booked ahead of time, meeting service targets. - Maintain upkeep of clinical activity onto the Trust database. - Processing referrals. - Booking transport for service users where necessary. - Undertaking and recording Health & Safety checks and Fire Warden checks within the department. - Reporting any deficiencies in the unit environment to Estates & Facilities Department. - Dealing with deliveries to the unit. - Processing orders for stationery and equipment as required. - Ensure mandatory training is completed and updated on time. - Participation in supervision and appraisal meetings., The post-holder will be responsible for the provision of a high quality administrative service to the multidisciplinary team. The post holder will need to be able to prioritise their workload and use their own initiative when dealing with queries from health care professionals and members of the public, promoting the professional and caring image of the service. The candidate will need to have the capability to work under their own initiative and also enjoy working as part of a team. They should possess good communication, interpersonal and organisational skills, with a flexible approach to work. They will provide a professional service for our service users, supporting clinicians in their day-to-day work. The post holder will ensure service users are registered onto the Trusts electronic patient journey system and that appointments are organised and communicated to the service user. The post holder will be dealing with all post into and out of the department and ensure paperwork is scanned and recorded promptly. Above all we are looking for a keen and enthusiastic individual who can show determination and commitment in the role. Communications and Working Relationships: Multidisciplinary Team Daily Administration Manager Daily Service users/families/Carers Daily GPs/Primary Care Services Daily Clinical Service Manager As required, 1) To be able to format using Word letters, reports and discharge summaries. 2) To deal professionally with queries from visitors and telephone callers, ensuring messages are delivered accurately and efficiently. Resolve local issues and use initiative to take follow-up action when appropriate. 3) To provide administrative support to members of the Neuropsychiatry team. This will include using the digital dictation service to access clinicians completed letters which may require formatting prior to being sent out. This must be completed within specified timeframes. 4) Be the point of contact for appointments in the Neuropsychiatry Outpatient Service, maintain a record of those who have attended or missed appointments. Ensuring all clinics remain fully booked ahead of time, meeting service targets. To ensure the timely recording, updating and accuracy of clinical activity entered onto the Trusts database and that quality standards are achieved for all service user records. 5) Process referrals on receipt ensuring they are checked in SPINE and put onto the Trusts system on the day of arrival. 6) Booking service user transport when necessary, ensuring proof of income is provided for the reimbursement of travelling expenses. 7) Responsible for health & safety issues within the department by ensuring bi-monthly environment checks are completed and registered and the Fire Warden checks are conducted monthly. To report any issues to Estates & Facilities via their online system. 8) To deal with deliveries to the team and to ensure such deliveries are signed for by the appropriate member of staff. Process orders for stationery and equipment as required from electronic procurement system with authorisation from a senior colleague. 9) To undertake training and development in line with the responsibilities of the post and ensure mandatory training is completed and updated on time. To participate in supervision and appraisal meetings. 10) To work in a flexible and open manner in line with the needs of the service. To be conscientious, self-motivated and punctual with the ability to work to deadlines.,

• Good general education (minimum GCSE Maths and English grade A-C), Level 2 qualification in admin, eg: Business Administration NVQ 2 or RSA 2 in relevant administrative subject, Experience in a customer facing environment, with good communication skills (verbal and written) and experience of dealing tactfully with people at all levels
• Previous administrative experience
• Experience of working in an NHS environment, Experience of communicating with clients with cognitive or communication difficulties
• Experience of using Electronic Patient Journey System (epjs), Demonstrates a clear understanding of the principles of confidentiality
• Excellent communication skills, including a good standard of written documentation
• Excellent IT skills
• Ability to prioritise and meet deadlines
• Attention to detail
• Able to be guided by policies and procedures, Knowledge and understanding of mental health issues
• Awareness of relevant services/resources
• Attitude and approach,
• Ability to demonstrate a non-judgemental and professional attitude
• A proactive commitment to undertake continuing professional development
• Ability to use initiative and know when this is appropriate and when advice should be sought
• Ability to be calm and professional when working under pressure
• Flexible and adaptable to change
• Ability to work as a member of a team
• Willingness to learn new skills, An understanding of the importance of supervision
• An interest in mental health, functional neurological disorders (FND) and neuropsychiatry
• 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.

You would be working day-to-day as part of a dedicated team of professionals based at the Maudsley Hospital Outpatient Department. The team is made up of Neuropsychiatrists, Cognitive Behavioural Therapists, Neurologists, Psychologists, a Physiotherapist, and a team of Service Administrators (including this post). You would also be joining the wider Neuropsychiatry Service which, in addition to the Outpatient Service, includes an intensive day programme (the FiND Service located at the Bethlem Royal Hospital in Beckenham) and an inpatient unit (the Lishman Unit based at the Maudsley Hospital). The Maudsley Hospital is located at Denmark Hill, less than 5 minutes from the train station (zone 2) and is within walking distance from the beautiful green spaces of Ruskin Park and the vibrant high-street that offers great shopping opportunities and a wide range of restaurants.