Team Administrator

Cardiff and Vale University Health Board; Greater London; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Car lease

Housing benefit

NHS discounts

Flexible hours

Career development

Generous leave

Job summary

The Lambeth Older Adults CMHT is seeking a Team Administrator to provide comprehensive secretarial and administrative support to a multidisciplinary team. You will handle diary management, typing of letters and reports, filing, and coordinating ePJS records to ensure timely service delivery.

Responsibilities include team meeting organisation, minute taking, stock and facility management, and assisting with health and safety duties.

Qualifications

• RSA III standard or equivalent experience of word processing including knowledge of Microsoft Office (Word/Outlook/Excel/Powerpoint)
• Excellent knowledge and use of English language, and excellent grammar, spelling and punctuation
• Typing speed of 60 wpm (minimum)

Responsibilities

• Provide comprehensive administrative support to the Community Mental Health Team (CMHT)
• Diary management, typing letters and reports, filing and distributing post
• Record referrals and contacts on ePJS; manage team meetings and minute taking
• Organise annual leave coverage, order stock and maintain equipment and resources
• Coordinate team transport/admin tasks (pool cars, parking permits) and health and safety duties

Skills

Word processing

Microsoft Office

Typing 60 wpm

Excellent English

Education

Degree level qualification

Tools

ePJS

Spreadsheets

Job description

This is an exciting opportunity to work as a Team Administrator within the Lambeth Community Mental Health Team for Older People. You will be expected to provide a comprehensive, efficient and effective secretarial and administrative service to the multidisciplinary team comprising the Team Manager, Consultant Psychiatrists, Community Nurses, Occupational Therapists, CBT Therapist and Psychology and Social Workers embedded within the team. You will be expected to work closely and collaboratively with other administrative colleagues to do this., The administrative team in Lambeth CMHT currently consists of 2 members, who share tasks equally. The administrative team manages the documentation for the team, whilst also managing the team base, as well as resources that help the team function properly (e.g. IT queries, eProcurement queries, E-Roster management, letters for consultants- other staff manage their own correspondences, etc.)., Administrative/Secretarial Support: 1. To provide comprehensive administrative support to members of the Community Mental Health Team (CMHT). This will include diary management, typing letters and reports when necessary, filing, distributing post, photocopying, sending e-mails, and ordering stock. 2. Ensure that any clinical letters and reports are typed and despatched promptly (within 72 hours), taking follow up action where necessary. 3. To be the main point of contact for the Team Manager and the Team, taking and passing on messages promptly. 4. To deal professionally with telephone enquiries, using initiative to take follow up actions when appropriate and, in a tactful manner, help to reassure patients who can be distressed and confused. 5. To be responsible where necessary for bringing urgent referrals to the attention of the appropriate member of staff. 6. Record referrals and contacts made by clinical staff. Create/amend entries and record all correspondence on the electronic Patient Journey System (ePJS) and extract information as and when required. 7. To organise regular team business meetings and review meetings, taking and circulating minutes and agendas to members of the team. 8. To minute meetings as required. 9. To ensure administrative cover for annual leave/study leave. 10. To organise the repair and maintenance of all machines and to ensure that appropriate records are maintained. 11. To manage the teams pool cars, ensuring insurance, tax etc. are up to date and all relevant paperwork is completed. Manage the team petrol card and the provision of parking permits (we do not have access to a Team Pool Car but this could be subject to change in the future). 12. To take part in regular Administrators' Meetings with the Business Manager to ensure continuity of a high standard of service and provision of information across the three boroughs. 13. Undertake any other reasonable duties as negotiated with the Team Manager and Business Manager. 14. To work in accordance with the Directorate Community Service and Administration Operational Policies. Information/Performance Data: 1. To ensure that all Key Performance Indicator (KPI) information and data is inputted in a timely fashion to ePJS, scanning and uploading documentation. Ensure Trust data quality targets are maintained. 2. To maintain and/or create spreadsheets to capture required information and data in order to chart the progress of the Team and the work they undertake. 4. To pro-actively advise MDT members of gaps in information. Training & Education: 1. To ensure that all of your required mandatory training is up to date. 2. To record appraisal, PDP, Fire Training, core training and professional registration details for all staff in the team on eRostering, the Trust manpower reporting system, ensuring that MDT staff are informed of any gaps and information is gathered and inputted. Target: 100%. Finances/Budgets: 1. Order and distribute stock and non-stock supplies for the team ensuring appropriate use of resources within budgetary guidelines and financial constraints. 2. To be responsible for completing eRostering for the team regularly throughout the month and ensure that this is checked and signed off by the Team Manager at the due date each month. Health & Safety: 1. Where necessary to jointly undertake monthly Health & Safety Audits and submit to the Business Manager. 2. To elevate Health & Safety issues via the appropriate channels. 3. To undertake appropriate training to be the nominated Health & Safety Champion and Fire Warden for the Team. 4. To report all maintenance issues and ensure timely completion, chasing if and when required. 5. To keep a record of all maintenance issues and requests. 6. To be the point of contact for clinical waste collections. 7. To ensure arrangements are in place for the adherence to Health & Safety legislation and requirements on behalf of the Trust and Integrated Services. 8. To ensure compliance with agreed Infection Control [IC] policies and procedures and ensure all staff are aware of and comply with IC within their own role including adherence to prevention of infection. 9. To be responsible for ensuring the completion, collation and timely submission of all Health and Safety assessments and documentation for the service. Communication: 1. To be responsible for ensuring any communications are cascaded appropriately and in a timely fashion within the service, including sensitive and confidential information. 2. To ensure communications systems like mobile phones, pagers etc., are in working order, and address any issues or maintenance problems as they arise, keeping appropriate records.

• RSA III standard or equivalent experience of word processing including knowledge of Microsoft Office (Word/Outlook/Excel/Powerpoint) (A/I) Excellent knowledge and use of English language, and excellent grammar, spelling and punctuation (A) Typing speed of 60 wpm (minimum) (A/I) Desirable Requirements Degree level qualification Willingness to learn existing and new computer software packages Experience Essential Requirements Experience of dealing with a range of difficult or challenging situations both on the telephone and in person (A/I) Courteous and friendly manner in dealing with people and able to respond to needs of people with mental health problems (A/I) Desirable Requirements Experience of working in an NHS environment, within a framework of confidentiality, ideally in a community mental health setting Knowledge / Skills Essential Requirements Ability to navigate databases and experience in preparing and maintaining spreadsheets (A) Ability to work in an organised and logical manner with a systematic approach to work (A/I) Ability to prioritise workload and work with minimal supervision and a flexible approach (A/I) Thorough and close attention to detail (A/I) Knowledge of Health & Safety within an office setting (A/I) Ability to work under pressure and on own initiative (A/I) Ability to take minutes

The Lambeth Older Adults CMHT is dynamic and has a supportive culture. Additionally, we want you to feel like you are part of a close knit team at SLaM. We are committed to ensuring our staff get the most out of their benefits package and understand the importance of a healthy work life balance. There is an extensive range of excellent benefits for you and your family. It's important to us that you valued and appreciated and that are why we have a comprehensive benefits package on offer

Some of our benefits are highlighted here:

• Generous pay, pensions and leave,
• Work life balance,flexible working and support a range of flexible options, such: part-time working and job sharing.
• Career development,There are plenty of opportunities to progress your career
• Car lease,our staff benefits from competitive deals to lease cars
• Accommodation,our staff benefits fromkeyworker housing available which is available on selected sites
• NHS discounts,with discounts up to 10% from a variety of well-known retail brands though Health Service Discounts website.