Data Administrator

Job overview

An exciting opportunity has arisen for a Data/Team Administrator to work 3 days a week in the Richmond Community Older Peoples Service. This is an opportunity to be part of a dynamic multi-disciplinary team that assesses all referrals for old age adults with mental health needs and resident in the borough of Richmond.

This post will entail working as part of a well-established Multidisciplinary Team. The post holder will be working with the Richmond Older People’s Recovery Support Team and support with Admin tasks to include using computerised information systems (Rio), collating data, statistics, returns as required by the Trust and Local Authority, word-processing, booking appointments, developing and maintaining electronic filing systems, being a point of contact for patients, relatives/carers and other professionals service queries. Part of the role will be liaising with family and carers, other stakeholders such as GP’s, Local Authority, and other voluntary organisations to develop good relationships.

We are looking for an enthusiastic, positive, motivated, and highly committed individual with good communication skills, who can work with us to support the work of this vibrant team. We encourage applicants who are keen to develop their skills in data management and administration.

Main duties of the job

Main duties of the job:

• 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.
• Accessing patient data/updating etc using Rio
• Book outpatient appointments and consulting/meeting rooms.
• To ensure that computerised records of patient information are maintained and updated.
• To establish and maintain an effective electronic filing system with electronic clinical files.
• To ensure that all post is opened, date stamped and distributed accordingly.
• To demonstrate initiative, diplomacy and tact when dealing with urgent referrals to the team (often at a point of crisis from other professionals)
• To be proficient and confident in the use of Microsoft packages including PowerPoint, Excel
• Act autonomously to identify and raise concerns including urgent/emergency situations and escalating to supervisor, the Team Leads/ Manager or Consultant as appropriate.
• Demonstrate the skills to professionally communicate complex information to users and carers in an empathetic and supportive way.

Detailed job description and main responsibilities

To be responsible for ensuring the data on RIO and Local Authority systems is accurate and up to date. The post holder will extract routine data for the Trust and/or team members. To produce reports and alert team to errors and problems as they arise.

To be responsible for providing monthly returns on patient outcomes and other monthly performance indicators in a timely manner. To provide other returns as requested.

To ensure that all patients and visitors are received in a courteous and efficient manner, covering reception when required.

To be responsible for ensuring referrals to the team are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to a senior member of the team.

To facilitate effective communication within the team by providing team members with messages and information.

To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.

To support the administration of multi-agency meetings, panels and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.

To maintain confidentiality of service users and professional information at all times.

Organise clinics and meetings including room bookings or video conferencing as required.

Ensure that Admin related data and Trust KPIs are addressed through regular reports provided by the Team Manager.

Use of Artificial Intelligence (AI) in job applications

If you have used AI to support the preparation of your application, please briefly indicate how it was used within your supporting statement or application form.

Please remember, your application is your opportunity to tell us about your skills, experience and motivation for the role. We encourage applicants to complete their application and supporting statement in their own words wherever possible. We recognise that AI tools can be helpful in supporting accessibility, and for improving spelling, grammar and structure.

Applications that rely heavily on AI-generated content can become generic and fail to accurately reflect an applicant's individual experience. Applications that clearly demonstrate your own voice, reflections and experiences are often the most effective and help us better understand your suitability for the role.

Please be aware that information provided in your application and supporting statement may be explored further during the selection process. It is important that all applications accurately represent your own knowledge, skills and experience.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.