Team Administrator

South West London & St George's Mental Health NHS Trust; Greater London; On-site; GBP 25,000 - 30,000; Full time

Job summary

A healthcare organization in London is looking for an experienced Administrator to join their Sutton Integrated Recovery Hub. This role involves providing secretarial and administrative support, ensuring data accuracy on patient records, and supporting the senior management team. The ideal candidate will have previous administrative experience, excellent communication skills, and the ability to work under their own initiative in a team environment. Knowledge of RIO is a plus. This position plays a crucial role in facilitating effective communication and ensuring the smooth operation of the team.

Qualifications

• Previous secretarial/administrative experience required.
• Excellent verbal and written communication skills essential.
• Proven organisational and prioritisation skills needed.

Responsibilities

• Ensure accurate data on electronic patient care records.
• Handle telephone enquiries politely and efficiently.
• Provide admin support to the senior management team.

Skills

Excellent verbal and written communication skills

Proven organisational skills

Prioritisation skills

Tools

RIO

Job description

Overview

We are seeking an experienced Administrator to provide Secretarial/admin support to the Sutton Integrated Recovery Hub. You will need to have previous secretarial/administrative experience with excellent verbal and written communication skills and proven organisational and prioritisation skills. The role requires you to work under your own initiative amongst a team of administrators working across community teams. You will also be required to provide cross cover on reception and other teams when required. RIO experience would be advantageous.

Responsibilities

• To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.
• To support team members in being able to access basic information held on My Dashboards and Pulse.
• To ensure that all service users, patients and visitors are received in a courteous and efficient manner.
• To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team.
• To facilitate effective communication within the team by providing team members with messages and information.
• To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
• To support the administration of multi-agency meetings, panels, Safeguarding Meetings and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.
• Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
• To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
• To have the need for confidentiality of service users and professional information.
• Photocopy/fax/scan/email as requested by other members of the team.
• Provide admin support to the senior management team - invoicing, Travel (order/collection) and any other senior admin functions of a complex and sensitive nature.
• To implement Trust and team policies/procedures and propose changes to practices if necessary.

Qualifications

• Previous secretarial/administrative experience with excellent verbal and written communication skills.
• Proven organisational and prioritisation skills.
• Experience of cross cover on reception and other teams is advantageous.
• Knowledge of RIO preferred.