Job overview
We are seeking an experienced Admin staff to provide smooth and efficient administrative support function to the B&D and Havering Integrated Administration Team. The successful applicant will have experience of providing Admin support in a health care setting preferably in mental health teams and be able to demonstrate excellent organisational and workload management skills in high paced teams.
It is important that our organisation has one core set of values, to provide an underlying consistency to how we all work. They identify our people and what we feel is important in our organisation.
The post holder will be expected to support their team, department and organisation to achieve the Trust’s Values in their day to day work.
Main duties of the job
Aim of the role:
The post holder will be required to provide a comprehensive and confidential administrative support to the B&D Home Treatment Team
1. Providing support to the clinical team by undertaking audio and copy typing.
2. Organising patients transport and Interpreters for medical appointments.
3. To input and update the NHS client database (RiO) and local databases (training will be provided if needed)
4. To undertake telephone duties, dealing with caller enquiries, making appointments, problem solving, investigations and taking accurate messages for the team
5. To undertake general office duties including photocopying, filing, faxing, shredding etc. as required
6. To attend relevant training, team meetings and supervision
7. The post holder is to recognise the sensitivity of the business undertaken and to ensure strict confidentiality at all times
8. To undertake other duties as appropriate to the grade
9. To maintain records and files as needed.
10. To cover reception duties as per agreed schedule.
11. To be able to process B&B invoices and raise PO with supplies team.
12. To be able to handle Right to information Act request from NELFT Governance team.
13. To take Bed Mgt meeting minutes every Tuesday morning.
14. Any other Admin tasks that are deemed appropriate for the role by the Team Manager.
Working for our organisation
Probationary Period
This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).
High Cost Area Supplement – London
This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (minimum payment of £4,551 and a maximum payment of £5,735 per annum pro rata).
Use of AI
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
Detailed job description and main responsibilities
Key Responsibilities:
15. To support clinicians by providing a comprehensive admin service
16. Transcribe, from recorded dictation/ recordings or handwritten notes.
17. To type clinical correspondence, reports, letters, statements, notifications, rota’s etc.
18. Organise systems access for new staff/distribute Induction Packs
19. Manage prescription pads
20. Keep patient records up to date on the Trust’s electronic data base. (RIO) This forms a large part of the role & training will be given as required.
21. To administer telephone calls efficiently and courteously on behalf of the clinical team addressing general enquires from the public, NHS professionals, outside agencies, voluntary organisations, Social Services, GP’s, taking and responding to messages in accordance with current good practice in Customer Care.
22. To maintain an effective paper/electronic filing systems and ensure that the filing is completed in good time
23. Ensure patient information is entered and updated on central and local recording systems in a timely fashion, including: recording new patients, clinic appointments, clinic outcomes, discharging, updating progress notes, uploading documents etc.
24. To provide a typing word/processing service including the typing of clinical letters, correspondence and confidential reports for clinicians; copy typing and other appropriate software programmes.
25. To ensure workload is managed and prioritised appropriately, frequently under pressure, without supervision, and for urgent situations to be addressed speedily
26. If required, to plan and book translation and interpretation services for clients and clinician
27. To attend relevant training, team meetings and supervision
28. The post holder is to recognise the sensitivity of the business undertaken and to ensure strict confidentiality at all times
29. To undertake other duties as appropriate to the grade
30. To maintain records and files as needed.
31. To cover reception duties.
32. To be able to process B&B invoices and raise PO with supplies team.
33. To be able to handle Right ti information act request from NELFT Governance team.
34. To take Bed Mgt meeting minutes every Tuesday morning.
35. Any other Admin tasks that are deemed appropriate for the role by the Team Manager.
36. To comply at all times with the requirements of the Data Protection Act.
Please feel free to contact the team manager Imran Khan or Omowale Kusoro the team senior admin for further details or details about the role.
Person specification
Skills
Essential criteria
37. Good working knowledge of RiO, Outlook, Word, Excel, Power point, Access
38. Clear communication skills including excellent writing, data entry and presentation skills
Qualifications
Essential criteria
39. NVQ level 2 or equivalent standard of literacy and numeracy
Knowledge
Essential criteria
40. Handling sensitive and confidential information
Desirable criteria
41. Excellent interpersonal skills in a customer focussed environment
Experience
Essential criteria
42. Previous secretarial experience
43. Competence in audio/copy typing to produce high quality, well presented documentation
Desirable criteria
44. Experience in working as Medical Secretary
45. Experience of working in a Mental Health Organisation
Employer certification / accreditation badges
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Application numbers
We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, we encourage you to submit your application as soon as possible to ensure consideration.
If you require any additional support during the application process please contact. We are happy to make reasonable adjustments to support you throughout the recruitment journey.
Documents to download
46. JD (PDF, KB)
47. NELFT Application - Hints and Tips (PDF, KB)
Apply online now
Further details / informal visits contact
NameImran KhanJob titleTeam ManagerEmail addressTelephone number0300 300 1882