Administrator

Job overview

We require a flexible and highly motivated individual to join NHS Blackpool Talking Therapies service. Our administration team is integral to our success; they are the first point of contact for our clients and the warm welcome when they walk through the door. They keep our service running smoothly through accurate record keeping, processing referrals, managing internal and external correspondence, and equipping our sites.  The successful candidate will be required to work from a variety of bases across the Blackpool area. They will provide confidential and comprehensive admin support to the team.  They will be required to undertake a range of administrative duties in line with the requirements of the service which will include taking referrals and phone calls from clients who may be distressed.  The successful applicant will promote a positive image of mental health ensuring respect for the dignity and rights of individuals at all times.

Main duties of the job

The post holder will be responsible for taking telephone self-referrals, processing online self-referrals, booking appointments and responding to queries from clients. The post holder will also take minutes for meetings and be the first point of contact for all tasks and queries, undertake a variety of administrative tasks to a high standard and act as mentor for new admin staff. The post holder will be involved in service promotion. Working as part of a team and supporting colleagues is paramount and having a genuine willingness to want to help others is vital in this role. The role is varied and will also require supporting the Admin Lead to ensure the smooth running of the admin service, ensuring that all appointment slots are filled to maximise appointment opportunities. The post holder should be highly organised and motivated with an excellent telephone manner always ensuring the best outcome for our clients.

Detailed job description and main responsibilities

Blackpool Talking Therapies operates from a number of community bases within the Blackpool area. We offer Talking Therapies across Step 2 and 3 and have developed pathways with physical health services in line with the National Talking Therapies Long Term Conditions programme, in order to expand and increase the offer of psychological therapies to the Blackpool population. We receive self-referrals and referrals from health care professionals for the Long-Term Conditions arm of the service.

To deliver a high quality comprehensive administration service to the Team whilst prioritising a busy workload and meeting deadlines.

To liaise with other professional bodies and organisations as appropriate.

To respond to incoming calls and deal with enquiries ensuring appropriate action is taken and messages are accurately passed to the relevant staff members. To deal confidentially and sensitively with telephone calls and face to face contact from clients and others.

To deal with incoming mail on a daily basis, distributing and taking appropriate action as necessary, ensuring urgent matters are brought to the attention of the appropriate member of staff.

Ability to maintain accurate and clear records regarding referrals, waiting lists, records of appointments both written and computerised.

Responsible for ordering and maintaining all stock and non-stock stationery ensuring items are replenished and readily available.

Use a range of IT packages including Word and Excel, Internet and Email.

Log referrals onto IAPTUS (our patient information system) and check client details ensuring accurate and timely entry of client data.

Follow up with clients on care pathway system, to ensure clients are correctly allocated on the IAPTUS system.

Have experience of minute-taking and follow-up administration.

Arrange interpreters to attend appointments with clients as requested

To be able to work unsupervised and respond to situations which may arise requiring autonomous advice and decision making.

Undertake any training for the development of this post in conjunction with your own personal development.

The post holder will be required to cover all Blackpool Talking Therapies bases as and when required.