The admin team provides a comprehensive, professional, effective secretarial administrative service to the Adult Community Mental Health Services. Along with the rest of the admin team, you will be responsible for typing, booking appointments for clinics and meetings, answering the telephone, taking messages, taking notes in meetings, passing relevant queries to the duty worker other general secretarial duties., The post holder will be required to provide comprehensive, professional, effective secretarial and administrative service to the team. The role is responsible for the outpatient clinics, liaising with doctors, service users and professional staff on an ongoing basis.
The post holder will produce correspondence including reports and letters to a high professional standard as directed by the team and enter data into the patient electronic record PARIS.
Duties include responsibility for running all medical clinics on Paris, inputting all medical clinical data i.e. registering patient details and continuous updating of service users' records, booking all new and follow up clinic appointments as per the booking & choice policy, and generating all related correspondence.
To undertake routine/ non-routine duties without direct supervision, using independent judgement and taking responsibility for the oversight and control of a defined workload. To work independently using initiative, and applying a high degree of confidentiality to all of their work.
All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
* Responsible for the smooth running of the Outpatient Clinics, generate correspondence to service users and ensure that all service users have follow-up appointments, if
* Welcoming service users into the unit and out coming attendance on Paris ensuring accurate data registered on Paris; to produce data for
* Responsible for ensuring that all and all telephone calls are dealt with promptly and in a professional manner; bearing in mind the need for confidentiality and the requirement to promote the Trust's corporate image.
* Demonstrate a positive customer care
* Organise Transfer of Care for new Service users
* Accountable for medical files and filing system,
* To participate in the team telephone rota
* To update skills as necessary and attend mandatory training.
* To have oversight of the recording of activities on PARIS for the Doctors in the team.
* To liaise with the IA coordinator following Post initial assessment meetings to ensure actions are followed if Outpatients is the outcome of the assessment.
* To liaise and coordinate with the CPA Coordinator and Care Coordinator's appointments for CPA meetings.
* To be highly skilled and experienced in the full range of secretarial work practices, software programs, and specialised functional terms.
* Handling queries from colleagues and others connected with the services.
* Be aware of and able to make adjustments to plans at short notice.
* To plan and update diaries as and when necessary.
* Chasing actions, outputs and outcomes.
We are looking for an individual who is highly motivated and works to high personal standards, pays attention to detail and maintaining confidentiality. Ideally you will be someone who likes to work in an environment of constant change and can readily adapt to changing work priorities with the ability to multi-task whilst at the same time remaining calm and professional with both external clients and service users.
Previous experience within Administration is essential in addition to a sound knowledge of Microsoft packages, excellent organisational skills and the ability to communicate at all levels., This is a busy and varied role so good interpersonal skills are required. As some of the work will involve speaking to service users on the telephone, the post holder must display a considerable degree of tact, possess mature judgement and maintain a calm, friendly and efficient manner.
The post holder will be required to work independently and apply a high degree of confidentiality to all of their work. They should follow Trust policies relevant to their work.,
* Experience of adapting to change and managing work in a changing environment
* Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work
* To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
* Proficient in diary management coordinating appointments to ensure best use of clinicians' time
* Keep data/information systems up to date and stores information correctly and safely.
* The Ability to organise and priorities high level complex workload., Advanced keyboard skills
* Experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
* Good working knowledge of email and internet
* Good standard of English
* Numerate
Desirable criteria
* Advanced secretarial skills
* NVQ 3 or equivalent, Previous experience in a secretarial environment
* Experience in a mental health environment or NHS
* Appointment booking experience
Desirable criteria
* knowledge of PARIS or Electronic Patient Systems, The Ability to organise and prioritise high level complex workload
* Proficient in diary management coordinating appointments to ensure best use of clinicians time
* Proficient in email management
* Maintain a computerized filing system paper
* Able to demonstrate past experience of complex work driven by processes and time constraints
* Experience of adapting to change and managing work in a changing environment
* Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work
* Independent/lone working and team working skills
* Experience of adapting to change and managing work in a changing environment
* Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work
Desirable criteria
* Familiar with PARIS electronic record system
* Proven skills in management of a booking system or similar project, Excellent verbal and written communication and presentation skills in person, on telephone, fax or email
* To be experienced in dealing with people in distress in a calm and confident manner, using deescalation skills where appropriate
* To have proven skills and experience establishing effective working relationships with Managers and colleagues
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission
Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our
Trust values embedded throughout, Hertfordshire Partnership University NHS Foundation Trust (HPFT) is rated by the Care Quality Commission as an Outstanding provider of mental health and learning disability services. In 2021, we won the prestigious Health Service Journal award for Mental Health Trust of the Year, with the judges saying they were "blown away" by our people's achievements and that everything they saw "sings and hums". This year, our staff rated us the 4^th best mental health and learning disability trust to work for out of all 52 trusts in the country. Our staff tell us that they are proud to be part of the HPFT team, proud of the standard of care we provide and proud that service users are our top priority. Our people tell us they feel supported though a great development, wellbeing and work-life balance offer and a highly compassionate, values-driven culture. We are equally proud of our staff, who live our values of being welcoming, kind, positive, respectful and professional