Community Mental Health Team Band 3 Administrative Assistant

Job overview

We have two exciting Administrative Assistant opportunities within our Older People’s Community Pathway:

• One position based at The Lawns Resource Centre in Biggleswade
• One position based at Grove View Integrated Health Hub in Dunstable

As part of a supportive administrative team, the successful candidates will act as the first point of contact for service users, carers, multidisciplinary colleagues, and partner organisations. The role is key to ensuring the smooth and efficient delivery of services, providing high-quality administrative support to enable effective patient care and service coordination.

Main duties of the job

To provide an effective and efficient administrative and clerical service to the service/team. They will be expected to work flexibly within the administrative team and contribute to the smooth functioning of the systems underpinning the service to service users.

The post holder will be required to work in a busy and demanding environment and should be able to work without direct supervision and to exercise initiative. The ability to multi-task is also essential.

Detailed job description and main responsibilities

• To ensure that all incoming post is date-stamped and distributed to the appropriate persons, and that out-going mail is sorted according to internal, external departments and relevant agencies.
• To receive all incoming calls to the service/team and deal appropriately in a courteous and helpful manner.
• To deal with a range of queries from the public and other agencies in a polite and helpful manner, also by telephone and face to face encounters, seeking advise and guidance from Team Administrator.
• To take and promptly pass on accurate notes and information, exercising independent judgement and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.
• To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
• To manage the diary and appointments system, clinic lists and inform clinicians of their appointment arrivals.
• To ensure that staff have updated the appointment system.
• To co-ordinate and oversee room bookings and report any problems as appropriate.
• To type correspondence such as letters, reports using digital dictation when required.
• To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
• To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc are kept up to date in line with record keeping policies.
• To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
• To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc available for colleagues and service users.
• Receive and manage referrals into the service, and discharges
• To update patient information on files and on IT database systems, including Rio ensuring data quality is monitored and any concerns raised.
• To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.
• To provide administrative support to service/team for presentations including setting up of equipment, providing handouts and refreshments as appropriate
• To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times.
• To receive regular one to one and team supervision from the Team Administrator and Team Manager
• As a service/team member to work flexibly in order that essential priority tasks are covered and dealt with.
• To use information technology for a range of purposes.
• To report to the Team Manager any issues that are of concern relating to health and safety of the building.
• To have excellent verbal, written and communication skills
• To have the ability to remain calm and sensitive in difficult and stressful situations

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.