Team Administrator

Surrey and Borders Partnership NHS Foundation Trust; Aldershot; On-site; GBP 21,000 - 27,000; Full time

Job summary

Surrey and Borders Partnership NHS Foundation Trust is seeking a motivated team administrator for the West Surrey CTPLD. The role involves managing confidential client data, processing electronic health records and performing standard secretarial duties within a busy office.

You will greet clients, handle calls, support the clinical team, and assist with referrals and room bookings, while maintaining organisation and deadlines in a collaborative environment.

Qualifications

• Excellent interpersonal skills and ability to work within clear timeframes.
• Strong database and word processing skills.
• Good working knowledge of secretarial processes.
• Experience with electronic patient record systems is desirable.

Responsibilities

• Maintain confidentiality and security of client data in line with Trust policy.
• Enter information accurately in electronic health record systems.
• Undertake secretarial duties including preparing letters to GPs and other health professionals.
• Greet clients and visitors and notify team members of arrivals.
• Answer telephone inquiries/messages and relay to staff according to priorities.
• Provide reception support as required and assist with referrals to CTPLD East systems.
• Take minutes at team meetings and transcribe accurately.
• Liaise with service users, relatives, carers, secretaries, GPs and other care agencies.
• Retrieve files from archive storage when required.
• Coordinate and book rooms for meetings and client appointments.
• Typing of letters and reports as required.
• Assist with implementing Trust and team policies and procedures.

Skills

Interpersonal skills

Time management

Database skills

Word processing

Secretarial skills

Organisational skills

Teamwork

Tools

Electronic health record systems

Job description

We are currently seeking an enthusiastic and motivated individual to join the West Surrey Community Team for People with Learning Disabilities as a team administrator. You will have excellent interpersonal skills and be able to organise and carry out your work within clear timeframes.

Applicants will need to be able to communicate effectively and enjoy working as part of a team but be able to work independently as required. They should have a high level of database and word processing skills, have a good working knowledge of secretarial processes and be very organised. Previous experience of electronic patient record systems is desirable.

As a successful candidate you must be able to work in a busy office and be able to manage workload despite regular interruptions. The post will include working closely with the Office Manager, Service manager, professional leads and clinicians who make up the team.

The West Surrey CTPLD have three bases, Unither House, Cassia House and Aldershot Centre for Health, work across each base is expected at times.

• To be responsible for maintaining the confidentiality and security of client data in accordance with Trust policy
• To be able to use electronic health record systems and accurately enter information.
• To undertake secretarial duties including preparing letters to GPs/other health care professionals to support the clinical team.
• Greet clients and visitors to the Service and alert team members of their arrival
• Answer telephone enquiries/messages and transmit to team members according to priorities; maintaining a helpful and courteous manner at all times
• Answer and respond to any queries staff have on a day-to-day basis
• To provide reception support as and when required.
• To assist Band 2 admin to receive and process referrals to the team in line with the CTPLD East systems
• To assist with team queries to and from the shared secure email account in a timely and appropriate manner.
• To take minutes at team meetings and transcribe accurately
• Support team members in liaising with service users relatives/carers’/secretaries/GP’s and other relevant care agencies
• Retrieval of files from archive storage when required.
• Coordinate and book rooms for meetings and clients’ appointments
• Undertake typing of letters and reports as required.
• To implement Trust and team policies/procedures and propose changes to practices if necessary.
• To order stock and non-stock items for the service as required and/or requested.

Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire.

We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.

Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast.

Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.

For international travel, both Gatwick and Heathrow airports are nearby.

Please note that we reserve the right to close posts as soon as sufficient applications are received.

Regrettably, due to UK Home Office requirements we cannot offer sponsorship for this role.