Central and North West London NHS Foundation Trust
We are looking for an enthusiastic and motivated Full time and a Part time (18.75 hours a week) Administrator to work alongside an existing administrative staff member to provide an important administrative and customer service and to ensure the smooth running of the Mental Health Support Teams.
You will be the first point of contact, responding to verbal, face to face and email enquiries to the service so excellent communication skills are essential for this role.
You will be required to provide high quality, comprehensive administrative support to the team using your excellent communication, organisational and IT skills. You should be able to work independently, using discretion, judgement and critical analysis where appropriate.
The successful applicant will be proficient in the use of the Microsoft Office suite of programmes, and previous experience of an electronic patient record system would be advantageous.
Please note this post is based at Milton Keynes Headquarters which is currently situated on the hospital site. However a consultation is currently underway with staff regarding moving the Headquarters to the Open University within Milton Keynes in the new year. If this move goes ahead as proposed the successful candidate would be based at the Open University site.
Main duties of the job
The post holder provides an important administrative service in the team to ensure the smooth running of the Milton Keynes Mental Health Support Team. This will include being the first point of contact for young people, relatives/carers and other professionals using computerised information systems, word-processing, developing, and maintaining filing systems collating statistics and returns as required by the Trust.
Job responsibilities
1. To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to priority.
2. To be the first point of general contact from young people, carers, staff and others and to ensure that all enquiries are dealt with in an appropriate and polite manner and that an appropriate response is initiated.
3. To respond to and monitor the team's telephone line and generic email account.
4. To facilitate effective communication, providing and receiving information within the team and by providing timely and accurate messages and information.
5. To maintain an efficient electronic patient records system, following procedures laid down in policy.
6. To service meetings including preparing appropriate papers and taking and transcribing minutes.
7. To assist in the implementation of any database in use in the Mental Health Service, including on request inputting or extracting data.
8. To order and purchase stationery and office supplies and to monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly.
Person Specification
Education and Qualification
* Good general education up to GCSE/ A level standard / NVQ level 3 or equivalent experience.
* Recognised IT Qualification, i.e. ECDL, CLAIT, RSA.
* GCSE English or equivalent.
* Demonstrate a commitment to continuous professional development.
Previous Experience
* Experience of secretarial & data administrative work.
* Experience of using and creating computerised databases.
* Experience of working within a multi-disciplinary team.
* Experience of working in NHS setting or similar large organisation.
* Experience of working with young people.
Skills
* Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and PowerPoint.
* Ability to provide secretarial support for meetings e.g. organising, booking rooms, minute taking.
* Knowledge of computerised patient databases.
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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