Team Administrator

EAST LONDON NHS FOUNDATION TRUST; Camden Town; On-site; GBP 22,000 - 28,000; Full time

Job summary

A healthcare provider in East London is seeking an Administrative Support professional for their Specialist Psychotherapy Service. You will provide essential administrative duties, manage patient referrals, and offer front line reception services. The ideal candidate will possess strong organizational and communication skills, along with the ability to handle sensitive information discreetly. Flexible working arrangements are available.

Benefits

Flexible working options

Relocation support

Qualifications

• Ability to work on own initiative.
• Experience with front line service.
• Strong clerical and administrative skills.

Responsibilities

• Provide comprehensive administrative support to the Specialist Psychotherapy Service.
• Manage patient referrals and maintain filing systems.
• Handle front line duties including reception and switchboard tasks.

Skills

Communication

Organizational skills

Confidentiality

Time management

Job description

Overview

To provide administrative/secretarial support to the Specialist Psychotherapy Service (SPS) ensuring efficient and smooth running of the service. To work closely with the Lead Administrator and Operational Lead providing an efficient and responsive administrative provision to the service. Be responsible for developing administration systems for the SPS whilst providing day to day administrative support to the team. The post requires the ability to work on own initiative and to liaise effectively with a broad range of professions and to maintain client confidentiality. To work alongside and to cover, when appropriate, other administration staff across several locations in some instances. Working as a part of the administrative team providing a comprehensive administrative service to the SPS.

Responsibilities

• Undertaking general office duties including: photocopying, collating and binding of documents, filing, and laminating as required. To develop and maintain information-gathering systems for the team and, as required, prepare reports and audits from the data gathered. Providing clerical support to all team members.
• Providing a front line service working on reception carrying out switchboard duties including answering the telephone, taking messages, transferring calls and dealing with clients who may drop in to visit the clinicians as appropriate. Communicating effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, who may be distressed. Exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the relevant team member.
• Managing and opening all patient referrals, to maintain a standard filing system, ensuring that patient notes, correspondence, and questionnaires are kept up to date in line with record-keeping policies and ensuring data quality is upheld.
• Work flexibly to ensure essential priority tasks are covered and dealt with.
• Provide a comprehensive administrative service to The Specialist Psychotherapy Service (SPS), including processing all reports, correspondence and documentation, and related filing, faxing, and photocopying.
• Assist with managing and opening all patient referrals and maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires, etc. are kept up to date in line with record keeping policies.
• Ensure an adequate supply of forms and stationery, letterheads, information leaflets, etc. are available for colleagues and service users.
• Coordinate the collection of and updating of patient information ensuring data quality is monitored and any concerns raised.
• Undertake general office duties including: photocopying, collating and binding of documents, filing, laminating, faxing, etc. as required.
• Develop and maintain information-gathering systems for the team and, as required, prepare reports and audits from the data gathered.
• Provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing as appropriate.
• Receive regular one to one and team supervision from the Line Manager.
• As a team member, work flexibly to ensure essential priority tasks are covered and dealt with.
• Ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary and that the office is kept clean and tidy at all times.
• Update patient information on files and on IT database systems ensuring data quality is monitored and any concerns raised.
• Input activity data on to the appropriate Information Systems, and assist in the collation of statistical information for contract and quality monitoring.
• Participate in activity monitoring and basic audit as required.
• Report to the Line Manager any issues of concern relating to health and safety of the building.
• Arrange appointments and bookings as appropriate.
• Communicate effectively with a wide range of people from different backgrounds; deal sensitively and tactfully with clients and their parents/carers in person, or on the telephone.
• Provide reception and switchboard duties including answering the telephone, taking messages, transferring calls and dealing with clients who may drop in to visit the clinicians as appropriate.
• Take and relay clear messages, handle queries from other professionals and obtain information to enable these to be dealt with as effectively and speedily as possible.
• Deal sensitively with service users or their carers/relatives who may be distressed. Exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member.
• Use information technology for a range of purposes.
• Induct new staff to appropriate filing and administration systems.
• Remain calm and sensitive in difficult and stressful situations.

Organisation and Development

Making Things Better. Quality Improvement is a key part of our work to improve our services and refine how we do things. We have a global reputation for our quality improvement work and we don\'t stand still. We offer a fantastic opportunity for our staff to learn, lead and contribute towards improving our services.

About us

We launched our Five Year Strategy in April 2018, which identified four main strategic outcomes to improve: population health outcomes, experience of care, staff experience and improve value. This complements the NHS Long Term Strategy and sets out our direction of travel.

We provide a wide range of community health and mental health services to children, young people, adults of working age, and older adults in The City of London, Hackney, Newham, Tower Hamlets, Bedfordshire and Luton, and provide psychological therapy services to the London Borough of Richmond; Forensic services to the whole of North East London.

We were rated Outstanding by the CQC in 2016, 2018 and 2021 and have been recognised as a top employer and provider of high-quality care. We are committed to being a diverse organisation and value staff with varied backgrounds and experiences.

Equal Opportunities and Benefits

We welcome applicants from diverse backgrounds and are committed to fair, inclusive recruitment and employment practices. We offer flexible working options including job share or part-time arrangements and relocation support as noted in our terms and conditions.