Team Administrator

Hertfordshire Partnership University NHS Foundation Trust; Hitchin; On-site; GBP 22,000 - 26,000; Full time

Job summary

Hertfordshire Partnership University NHS Foundation Trust is seeking an IA Administrator to manage booking, letters, and diary tasks for initial assessments. The role involves producing letters for clinicians (including doctors) using Big Hand, and maintaining both online and paper diaries for initial assessments.

You will also handle appointment reminders, manage Paris referrals and correspondences, and ensure accurate documentation and timely scheduling to support the clinical team.

Qualifications

• Educated to secondary level with GCSE qualifications or equivalent.
• NVQ3/RSA3 or equivalent experience.

Responsibilities

• Provide administrative support for initial assessments and booking processes.
• Produce appointment letters for clinical staff and doctors using Big Hand.
• Manage online and paper initial assessment diaries and send reminders to service users.
• Book, amend, and cancel initial assessment appointments on Paris.
• Discharge and opt-in letters and manage the referral workflow in Paris.
• Distribute team rota for initial assessments and duty via email.
• Maintain accurate records of cancellations and correspondence using standard medical terminology.

Skills

Administrative support

Microsoft Office

Touch typing

Note taking

IT skills

Diary management

Data entry

Education

GCSEs or equivalent

NVQ3 / RSA3 or equivalent

Tools

Paris

Big Hand

Microsoft Office Suite

Job description

• Cover the IA Administrator with Booking, amending and cancelling initial assessment appointments.
• Producing appointment letters for clinical staff, including doctors using Big Hand.
• Support with management of online and paper initial assessment diaries.
• Send appointment reminders to service users via text message.
• Support with management of Initial Assessment email inbox.
• Booking rooms for extra assessments as required.
• Producing opt in and discharge letters.
• Booking, amending, cancelling and outcoming appointments on Paris.
• Recording relevant information i.e. reason for appointment cancellation on Paris.
• Discharging services users on Paris
• Distribution of team rota for initial assessments and duty via email.
• Producing a daily record of face to face initial assessment appointments for use by reception.
• Completing Pass On's/Refer On's and opening new referrals on Paris as required.
• Arranging weekend or evening initial assessment as a required.
• Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team.
• To be highly skilled and experienced in the full range of Administrative work practices, software programmes, and specialised functional terms, Cover the IA Administrator with Booking, amending and cancelling initial assessment appointments.
• Producing appointment letters for clinical staff, including doctors using Big Hand.
• Support with management of online and paper initial assessment diaries.
• Send appointment reminders to service users via text message.
• Support with management of Initial Assessment email inbox.
• Booking rooms for extra assessments as required.
• Producing opt in and discharge letters.
• Booking, amending, cancelling and outcoming appointments on Paris.
• Recording relevant information i.e. reason for appointment cancellation on Paris.
• Discharging services users on Paris
• Distribution of team rota for initial assessments and duty via email.
• Producing a daily record of face to face initial assessment appointments for use by reception.
• Completing Pass On's/Refer On's and opening new referrals on Paris as required.
• Arranging weekend or evening initial assessment as a required.
• Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team.
• To be highly skilled and experienced in the full range of Administrative work practices, software programmes, and specialised functional terms.
• To use proficient internet skills to access, search and retrieve data relevant to team using Paris.
• To use touch typing and note taking skills as necessary in daily work
• To use knowledge, and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.
• To update skills as necessary and attend mandatory training.
• To demonstrate excellent IT skills, a good working knowledge of Microsoft Office applications and accurate typing is essential. Educated to Secondary Level with GCSE qualifications or equivalent
• NVQ3/RSA3 or equivalent experience
• Willingness to complete further training and qualification identified as appropriate to the role

Desirable criteria

• Communications skills / Leadership training
• European Computer Driving Licence or equivalent, Extensive experience of working in an office environment.
• Knowledge of secretarial or administrative procedures and systems, some of which are non-routine and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience.

Desirable criteria

• Knowledge of specialist functional / medical/legal terms, organisational policies and procedures, To be proficient in diary management.
• Proficient in email management
• To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission.

Our family of over 4,500 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout, The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.