Team Data Administrator

NHS; Radlett; On-site; GBP 27,000 - 31,000; Full time

Job summary

The NHS is seeking a Team Data Administrator to support the Adult Placement Team. The role involves managing data, arranging meetings, and communicating with multiple stakeholders to ensure the smooth operation of mental health services. Ideal candidates must possess advanced administrative skills and experience in a mental health or NHS environment.

Qualifications

• Experienced at intermediate level in a range of software packages.
• Experience in an administrative environment and within mental health or NHS.
• Ability to communicate effectively and establish productive working relationships.

Responsibilities

• Provide and coordinate admin/secretarial services for the Adult Placement Team.
• Handle data entry and management for commissioning placements.
• Communicate effectively with a range of stakeholders to support placement and contract compliance.

Skills

Advanced keyboard skills

Excellent IT knowledge

Good working knowledge of email and internet

Diary management

Independent/lone working

Team working

Verbal communication skills

Written communication skills

Proficiency in PARIS

Education

Good standard of English

Numerate

Tools

Excel

Word

PowerPoint

PARIS

ACSIS

Job description

Go back Hertfordshire Partnership University NHS Foundation Trust

Team Data Administrator

The closing date is 29 June 2025

The role of Team Administrator is to support the HPFT Adult Placement Team with data and organising of the use of services in the community. Working with providers across supported living, residential and nursing-based services for people with mental health care and support needs.

The team are looking for a 0.8 FTE (4 day) role Tuesday to Friday.

Please be advised that under the new immigration regulations, we are unable to sponsor candidates whose salary falls below the current minimum threshold.

Main duties of the job

The Learning Disability & Forensic Services Strategic Business Unit has a vacancy for a highly motivated Team Administrator within the Adult Placement Team.

The role will be working alongside a team of placement advisors made up of nurses, social workers, OT's and commissioning and quality staff. You will have communication with stakeholders, including internal HPFT staff, Hertfordshire County Council staff and external providers of varying managerial levels to support placement and contract compliance.

The role will support with data entry and management to commission placements, working with spreadsheets using HPFT and HCC inhouse IT systems, including ACSIS and PARIS, to record data and case management updates, along with meeting organisation and recording.

About us

Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just fivemental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.

Our family of over 3500 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.

The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Our Trust values are:

Welcoming. Kind. Positive. Respectful. Professional.

These values are at the core of who we are, everything we do, and how we do it!

Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?

Then please read on...

Job responsibilities

Job Summary:

The post-holder will provide and coordinate administrative and secretarial services for the Adult Placement Team. These teams have the functions of referral, commissioning, contracting and quality assurance of placements to Supported Living, Residential, Community Support and Home Care Services. The role is expected to be flexible and support across the joined teams. The role will be working alongside a team of administrators and include the preparation of agendas, diary management, coordinating team meetings, taking minutes, following up actions, and providing wider administrative support for the teams. The post will have a key role in using commissioning software programmes to secure commitments with secondary commissioned provider to ensure correct data entry and payments. The post-holder will also be expected to support the communications with community providers.

The post holder will be required to work independently using initiative, and applying a high degree of confidentiality to all of their work. Undertake nonroutine duties without direct supervision, working within broad procedural guidelines.

All staff should comply with the Trusts Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.

Job Responsibilities:

Clinical Responsibility

To accurately record commissioning of service user packages on PARIS and ACSIS programmes.

• To be proficient in PARIS (Patient Record System), advising and guiding others in the Team, supporting new users and instructing them as necessary.
• To be proficient and in ACSIS/ContrOCC), advising and guiding others in the Team, supporting new users and instructing them as necessary.
• To use agreed guidelines/procedures and develop knowledge/skills/qualifications when working autonomously and managing own work.

Service Development and Improvement

• To propose changes to working practices for own work area and negotiate with others where other work areas are affected.
• To assist the Team in research and development activities such as service provider research.
• To undertake surveys/audits of own work area, as necessary.
• To be aware of Trust targets and implement in own work area as necessary.
• To accurately enter data into IT programmes and spreadsheets.
• To display data in a way that can be used in reports and shared with team members to aid understanding of team outcomes.
• To support on Team procurement projects including market tenders.

Communications

• To Communicate effectively with the Team Manager and Team
• Responsibility for ensuring all correspondence is accurately and appropriately presented.
• To exchange confidential, sensitive information with HPFT Staff and Commissioned Service Providers in person or on the telephone.
• To use professional communication skills with stakeholders who may have multiple priorities and at times need prompting with follow ups and escalation when required.
• To communicate regarding contractual information including checks on new providers and contractual practices.
• To lead communications with service providers in matters of quality assurance, booking visits, receiving action plans and ensuring contact details are up to date.
• To be experienced with a range of communication methods including written, oral, telephone, e-mail and scanner.
• To provide cover for others in the administration team, as required.

Other

• To use proficient internet skills to access, search and retrieve data relevant to Team
• To update skills as necessary and attend mandatory training.
• To participate in yearly appraisals with supervisor/line manager.

The Post Holder will be expected to manage their workload during any shift period in a reliable and efficient manner. The post holder must be flexible in his/her contribution to delivering the work of the Team.

The Post Holder will require excellent keyboard skill, and the ability to input accurate data whilst listening and communicating with callers, using audio and typing skills.

The Post Holder will be required to be able to access information via the Internet and Intranet and through other web based systems.

The Post Holder will be required to effectively use printing machine to assist them in collecting information

Knowledge and Skills Framework:

The Post Holder will be expected to meet the requirements of the NHS Knowledge and Skills Framework (KSF) appropriate outline for the post.

Approved outlines are available on the HPT e-ksf local library

Person Specification

Qualifications/ Education/ Training

• Good standard of English
• Numerate

Previous Experience

• Experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
• Experience in an administrative environment
• Experience in a mental health environment or NHS

Skills / Knowledge / Ability

• Advanced keyboard skills
• Good working knowledge of email and internet
• Proficient in diary management coordinating appointments to ensure best use of the teams time
• Independent/lone working and team working skills Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work
• Excellent IT knowledge
• Proficient knowledge of PARIS

Communication Skills

• Excellent verbal and written communication and presentation skills in person, on telephone, or email
• To have proven skills and experience establishing effective working relationships with Managers and colleagues

Analytical Skills

• Responsibility of maintaining accurate records of patient details, notifying all professionals and agencies involved.
• To be expert at data entry and reporting.
• To be proficient in the use of IT programmes such as PARIS and ACSIS/ ContrOCC.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Hertfordshire Partnership University NHS Foundation Trust

Address

£27,857 to £30,570 a yearper annum, pro rata + 5% (HCAS Included)

Contract

Permanent

Working pattern

Reference number

367-LD&F-9089-B

Job locations