We are looking for an experienced Administrator/Clinical Team Secretary to provide secretarial, administrative, and clerical support service to the ADHD Service within Specialist Services of Navigo. The post-holder will be responsible for maintaining up-to-date knowledge on Navigo policies, processes, and procedures and working within these at all times. The successful post-holder will provide a full, effective, and efficient administrative and secretarial support service to all staff within the Clinical Team, coordinating ad-hoc daily administration tasks to ensure the effective and efficient running of the service.
Main duties of the job
The post-holder will have excellent communication, IT, and secretarial skills. The post-holder will be pivotal in ensuring an excellent administrative service is provided to the clinical team within agreed set time restraints and will be responsible for accurate recording, maintenance, and monitoring of the Team's data. The post-holder will record and process referral data from self-referrals and relevant health professionals. The post-holder will possess excellent communication skills, strong administration/secretarial skills such as audio typing, minute taking, data inputting, and customer care skills.
Job responsibilities
1. To provide a full, effective, and efficient administrative and secretarial support service to all staff within the Clinical Team, coordinating ad-hoc daily administration tasks to ensure the effective and efficient running of the service.
2. To audio/copy type and format correspondence following Outpatient Appointments and Domiciliary Visits ensuring timescales are met and information is saved accurately on the electronic system.
3. Will support the day-to-day diary management of Clinical and Medical Team Members.
4. To audio/copy type and format all reports, letters, assessments, reviews, care plans, discharges, etc., as pertinent to the work of the Team within set timescales ensuring clinical coding as appropriate and accurate saving to the electronic system.
5. Assist in monitoring and advising with regard to waiting lists/appointment scheduling.
6. To work within set processes and guidelines to maintain efficient, accurate, and confidential record systems.
7. To assist in overseeing work on a day-to-day basis of any bank, temporary, and admin support staff bringing any issues to the attention of Admin Team Lead.
8. To attend and participate in relevant team meetings including Administrative, Clinical, and Business Meetings.
9. To deal with telephone enquiries from Service Users suffering from mental health illnesses using empathy, understanding, initiative, tact, and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow-up to be facilitated.
10. To liaise with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments, and Health and Local Authority staff.
11. To offer support to both internal and external clinical meetings including:
1. Sourcing and booking of suitable venue
2. Invitations/Meeting apology collation for Chair in relation to meeting attendees
3. Preparation of Meeting Agendas and dissemination of documentation pre-meeting
4. Taking, producing, and distributing minutes of meetings and relevant documentation under direction of Chairperson/Admin Team Lead/Clinical staff.
12. To run and edit electronic system reports, updating and checking the quality of data supplied and inputted systematically checking the electronic system error reports and rectifying data contained on a monthly basis.
13. To assist in the collation of up-to-date activity and data relevant to the team provision ensuring system data errors are addressed in a timely manner as raised by Quality and Performance Lead/Admin Team Lead.
Person Specification
Experience
* Ability to communicate at all levels
* Excellent customer service skills with the experience and ability to deal with telephone enquiries from other Agencies, Service Users, their families, and carers as well as Mental Health professionals
* Ability to minute complex clinical meetings (roles at Band 3 and above)
* Diary management skills
* Confident and approachable
* Adaptable and flexible in approach to working practice
* Initiative and proactive approach
* Ability to work under pressure
* Active and effective team member
* Willingness to undertake further training as required
* Ability to deal with stressful situations and clients
* Fire Warden trained or willing to work towards if required by area of service
* First Aid trained or willing to work towards if required by area of service
* Proof Reading trained
* Clinical Coding trained (if required by area of service)
* AMSPAR trained (if required for role)
* ECDL trained
* Knowledge of mental health services
* Working knowledge of CPA
* Knowledge of hospital administration systems
* Medical Terminology trained
Knowledge
* Team Working
* Maintaining databases and spreadsheets
* Understands the need for confidentiality
* Understanding of client group
Qualifications
* Educated to GCSE level grade A to C or equivalent including Mathematics and English Language
* RSA/OCR Grade 3 Typing/Word Processing standard
* Previous NHS secretarial/administrative experience and knowledge of hospital administration procedures
* Experience/willingness to undertake training in use of electronic systems
* Experience of working in a team
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.
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