Administrator

Job overview

This is an exciting opportunity to join an established IAPT service as an Admin Assistant for the Stamford Talking Therapies Team. We are looking for an organized, flexible, efficient team player to join our busy, supportive service.

The successful applicant will be based at Stamford supporting service delivery. Duties include reception cover, book patient’s appointments, input data, other general office tasks. The service will provide regular supervision and training to support this.

You will require excellent communication, organisational and IT skills as well as having an exemplary telephone manner, with the initiative to work on your own at times. We are currently offering hybrid work as rostered, ensuring that office cover is maintained as the priority.

Talking Therapies is a successful IAPT service that provides a stepped care model for the treatment of people with mild to moderate common mental health problems e.g., anxiety and depression in line with NICE guidelines.

Main duties of the job

To undertake reception and routine administration duties in support of clinical and non-clinical activity, ensuring a professional and efficient reception service is provided for all visitors including service users, carers, contractors, external and internal stakeholders, along with site colleagues and teams.

Provide a high standard of service to all colleagues resulting in safe and effective treatments for service users & their families/carers.

Support the provision of a flexible service.

Duties provided within defined time standards.

Compliance with appropriate legislation and LPFT policies

Feedback from colleagues and other stakeholders

Compliance with CQC standards

Accurate and appropriate information is recorded appropriately using the Trust’s information systems.

Ensure productivity targets are met

Detailed job description and main responsibilities

• Please view the attached Job Description and Person Specification for further details regarding this position.

Provide a welcoming and professional reception to the service and organisation and to ensure both telephone and personal/physical enquiries are dealt with in a prompt, polite, calm, confidential and efficient manner.

Provide administration duties including taking or relaying accurate messages, dealing with incoming and outgoing post, photocopying, room bookings and assisting with the effective dissemination of information as appropriate.

Communicate sensitively with any individual attending site, maintaining strict standards of confidentiality and professionalism.

Respond to queries and incoming calls on a daily basis, which may be non-routine and can sometimes involve information of emotional and distressing circumstances, ensuring prompt attention in a professional and sensitive manner, assessing situations and seeking further information/support where required.

Ensure service user and staff confidentiality is maintained at all times, adhering to Trust and national policy regarding the same. Manage workload under supervision, seeking advice when required, performing routine administrative tasks to support site teams when requested, to the acceptable standard of quality and accuracy.

Have a thorough working knowledge of electronic systems including email, SHARON, Clinical systems and incident reporting system and to update these systems in a timely and accurate manner and in accordance with Trust policy. Where needed or instructed, to assist in the scanning of documentation within the area of responsibility including the processing of new service users, filing and archiving in accordance with the Trust Records Management Policy.

Gather appropriate information from a variety of sources to input accurately onto a database.

Process referrals on to the clinical system and collect minimum data set information for service users prior to commencing treatment.

Type and produce letters, reports and e-mails to an accepted standard of quality and accuracy as required.

Assist in scheduling of appointments and diary management as appropriate using the clinical system to schedule assessment and treatment appointments.

Due to the UKVI immigration changes we are no longer able to offer sponsorship for this role. Please provide details of the visa type and expiry date in your application. Failure to provide the required information will result in your application being rejected.