Team Administrator

Central and North West London NHS Foundation Trust; London Borough of Harrow; On-site; GBP 22,000 - 27,000; Full time

Job summary

A leading NHS trust is seeking a Band 3 Team Administrator to provide crucial administrative support to the Harrow Talking Therapy Service. The role involves managing referrals, appointments, and communication within the team. Ideal candidates will have relevant administrative experience, customer service skills, and a commitment to providing an excellent intake experience for patients.

Qualifications

• Essential experience in administrative and secretarial work.
• Experience in collaborative multidisciplinary teams.
• Front line customer service experience required.

Responsibilities

• First point of contact for patients and visitors.
• Record patient arrivals and coordinate appointments.
• Maintain data accuracy in electronic patient records.

Skills

Communication

Organisational skills

Customer service

Data management

Time management

Education

NVQ Business Administration level 2

GCSE English or equivalent

ECDL or willingness to work towards it

Tools

Microsoft Office

Job description

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Job Overview

We are looking to recruit for a Band 3 Team administrator. We are looking for someone who is bright, can fit in well with the team and hard working.

Job Overview

We are looking to recruit for a Band 3 Team administrator. We are looking for someone who is bright, can fit in well with the team and hard working.

The post will be part of an administration team that exists to provide an important administrative and community service to the Harrow Talking therapy Service. This is to include using computerised information systems, collating referrals, supporting the large team of therapists in making appointments and checking monthly returns as required by the Trust, word-processing, developing, maintaining filing systems and being the first point of contact for patients, relatives/carers and other professionals.

Main duties of the job

The candidate should be able to work well under pressure, multitask, be thorough and accurate in their work.

Reception and Clinic Support

• To be the first point of contact by phone and walk-in visitors into the Talking therapy services
• To ensure that all enquiries are dealt with in an appropriate and polite manner and that an appropriate response is initiated.
• Record the arrival of patients and inform the relevant staff member.
• Support in recording referral documentation, coordinating patient appointments as requested and including appointment invite, sending relevant literature, ensuring appointment is managed in the diary and clinic room is booked
  
  

Administrative

• To be responsible for ensuring the data on the required electronic patient care record, is accurate and up to date. The post holder will review the Trust dashboard for team members. To address and alert teams to errors and problems as they arise.
• To ensure that all service users patients and visitors are received courteously and efficiently.
• To facilitate effective communication within the team by providing team members with messages and information
  
  

Working for our organisation

We are a friendly welcoming team. We all help eachother out when needed. We also offer working from home on certain days depending on service needs.

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

The candidate will require to cover reception aswell as carrying out other admin duties such as ordering supplies for the office and general admin duties. Please see attached Job description for more details

Person specification

Training & Qualifications

Essential criteria

• NVQ Business Administration level 2 or willingness to work towards achieving it
• ECDL or willingness to work towards achieving it
• GCSE English or equivalent
• Evidence of continuing professional and personal development
  
  

Desirable criteria

• Evidence of continuing education
  
  

Experience

Essential criteria

• Experience of administrative & secretarial work,
• Experience of working within a multidisciplinary team
• Front line customer service experience
  
  

Desirable criteria

• Experience of working in NHS setting or similar large organisation
• Experience of using computerised databases
• Experience of community working
  
  

Knowledge & Skills

Essential criteria

• Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint
• Ability to manage diverse workload whilst dealing with frequent interruptions
• Ability to meet deadlines and to calmly work under pressure
• Increased organisational skills and ability to prioritise
• Ability to work both independently and as part of a team
• Excellent communication and interpersonal skills
• Ability to provide secretarial support for meetings e.g. organising, booking rooms, minute taking
• Knowledge of our business and how it supports patient care
  
  

Desirable criteria

• Knowledge of computerised patient databases
• Knowledge of mental health issues
• Intermediate Microsoft Excel skills
• Audio typing skills

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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