Team Administrator

Central and North West London NHS Foundation Trust; London; On-site; GBP 23,000 - 29,000; Full time

Job summary

A prominent NHS Trust in London is seeking an organized and proactive Team Administrator. This role involves comprehensive administrative support for the Community Mental Health team, managing communications, and ensuring smooth operational practices. Candidates should possess excellent communication and IT skills, and experience in healthcare is advantageous. This full-time position offers an opportunity to contribute to high-quality patient-centered care.

Qualifications

• Educated to GCSE standard or equivalent.
• Experience of using IT applications including word and excel is mandatory.
• Experience of working in a healthcare or social care environment is desirable.

Responsibilities

• Provide comprehensive administrative support for the Community Mental Health team.
• Check CMHT team email and manage referrals diligently.
• Organize meetings and manage office communications.

Skills

Excellent communication skills

Organizational skills

IT applications usage

Education

GCSE standard including English Language and Maths

NVQ3 in customer service or office administration

Tools

Microsoft Office (Word, Excel, PowerPoint)

SystmOne

Job description

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Job Overview

We are looking for an organized and proactive Team Administrator to join our dynamic and friendly team. The successful candidate will be responsible for providing comprehensive administrative support to ensure the smooth and efficient operation of the Community Mental Health team.

Job Overview

We are looking for an organized and proactive Team Administrator to join our dynamic and friendly team. The successful candidate will be responsible for providing comprehensive administrative support to ensure the smooth and efficient operation of the Community Mental Health team.

You will work closely with healthcare professionals, management, and other staff members to ensure the smooth operation of the Older Adults Community Mental Team.

The post will be supervised and the post holder will liaise closely with other administration staff on a day-to-day basis.

The post holder will be expected to cover other teams within Older People Healthy Ageing (Home Treatment Team and Memory Assessment Service).

Main duties of the job

• Regularly check the CMHT team email and promptly add referrals to the electronic system (SystmOne) under the "awaiting triage" waiting list.
• To prepare and distribute documents by copy or audio typing using Microsoft office software and Systmone (letters, assessments, psychiatric reports, discharge summaries, minutes of meetings etc) and forward to the appropriate agency ensuring that all policies and procedures are adhered to.
• To deal with telephone calls, post and direct contacts with patients and internal and external agencies in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages when necessary.
• To support in organising meetings for OPHA.
• To ensure patient’s consent has been given when releasing confidential information to others.
• Deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible. To ensure that all actions, dates of meetings, and other relevant information are processed as appropriate.
• To process enquiries from patients within professional boundaries.
• To liaise with wards, outpatient clinics, administrators from other sectors across the Trust and external agencies as required.
• Support the admin team by introducing systems to affect good office practice.
  
  

Working for our organisation

There’s a place for you at CNWL.

We’re passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient’s own home. Patients are at the heart of everything we do.

Providing top-quality care depends on our ability to employ the best people.

We’re always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we’re hoping to find our future leaders and we’ll support our staff by providing opportunities to develop your career.

With a diverse culture and equally diverse range of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more – whatever stage of your career you're at, there's always a place for you at CNWL.

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

Detailed Job Description And Main Responsibilities

Secretarial:

• Regularly check the CMHT team email and promptly add referrals to the electronic system (SystmOne) under the "awaiting triage" waiting list. Ensure that these referrals are available for the duty worker to screen on a daily basis.
• To prepare and distribute documents by copy or audio typing using Microsoft office software and Systmone (letters, assessments, psychiatric reports, discharge summaries, minutes of meetings etc) and forward to the appropriate agency ensuring that all policies and procedures are adhered to.
• To deal with telephone calls, post and direct contacts with patients and internal and external agencies in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages when necessary.
• To support in organising meetings for OPHA.
• To ensure patient’s consent has been given when releasing confidential information to others.
• To cover reception for teams within Fairfield’s House directing patients to clinics/appointments and assisting with queries.
• Deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible. To ensure that all actions, dates of meetings, and other relevant information are processed as appropriate. To process enquiries from patients within professional boundaries.
• To ensure that all relevant paperwork is uploaded correctly in Systmone.
• To liaise with wards, outpatient clinics, administrators from other sectors across the Trust.
• Trust and external agencies as required.
• Support the admin team by introducing systems to affect good office practice.
• Provide cover in the instance of annual or sick leave.
• To have an understanding of health and safety and fire regulations and to assist in maintaining a safe environment for patients, staff and visitors to the service, reporting building repairs required to the responsible manager.
• Any other duties that may be delegated as appropriate to the nature and grading of the post.
  
  

Management Information Systems:

• To assist with the input and retrieval of patients details and clinical information.
• To support with subject access requests for OPHA.
• To assist with the administration of the clinical and professional meetings.
• Proficiency in software systems including Word, Excel, PowerPoint and inhouse Intranet and email.
• Responsibility for reporting faults on equipment used by the team e.g. computer, printer etc to IT Helpdesk and any other problems to relevant departments.
  
  

Training:

• To participate in local induction of new employees.
• To participate in the Trust’s Appraisal, Supervision and Training programmes.
• To book and attend regular supervision with line manager or delegated responsible person in liaison with line manager and attending training sessions as and when required
• To undertake any necessary training requirements to fulfil the objectives of the post and to enhance personal knowledge and development.
  
  

Rider Clause:

This is an outline of the post holder’s duties and responsibilities. It is not intended as an exhaustive list and may change from time to time in order to meet the changing needs of the Trust and Directorate.

Person specification

Education And Qualifications

Essential criteria

• Educated to GCSE standard
• (A – C Grade) or equivalent, including English Language and Maths
  
  

Desirable criteria

• NVQ3 in customer service, office administration or relevant subject. BTEC Level 3 Equivalent
  
  

Previous experience

Essential criteria

• Excellent communication skills both verbal and written
• Good Telephone skills
• Experience of using IT applications Inc., word, excel and outlook, Dictate IT Advanced keyboard skills including internet searching and retrieval and sending of emails
• Good organisational skills
• A knowledge of a range of administration skills and practices
  
  

Desirable criteria

• Experience of using electronic patient record systems e.g. SystmOne
• Experience of working in a health or social care environment
• Knowledge of medical terminology
  
  

Skills, Knowledge, Abilities

Essential criteria

• Ability to communicate clearly with patients, relatives and health professionals both orally and in writing
• Ability to record and maintain databases
• Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint
• Ability to treat service users and colleagues with respect and dignity at all times, adopting a culturally sensitive approach which considers the needs of the whole person.
• An understanding of the importance of confidentiality and dealing with sensitive information.
  
  

Other

Essential criteria

• Willingness to undertake further training as required
• Calm and friendly manner.
• Flexible and reliable.
• Ability to identify own learning needs and to contribute to own development.
• Understanding of equal opportunities and diversity

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Information Technology

• Industries

  Hospitals and Health Care

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