People Flexi Bank - Administrator

Job overview

Looking for flexible work in the NHS?

The Flexi‑Bank is a collaborative staff bank hosted by Royal Surrey NHS Foundation Trust in partnership with Surrey and Borders Partnership NHS Foundation Trust, offering greater choice, flexibility and access to a wider range of opportunities across both organizations.

Why join the Flexi‑Bank?

Work flexibly – choose shifts that suit your lifestyle and availability

Access more opportunities – pick up shifts across mental health, community and acute care settings

Get paid fairly and on time – competitive rates and fast access to earnings through Stream

Stay supported – benefit from training, development and guidance from our dedicated Temporary Staffing Team

Be part of something bigger – join a growing collaborative of NHS Trusts across Surrey

Main duties of the job

Surrey and Borders Partnership NHS Foundation Trust  is looking for someone To provide reception and office administrative duties for a multi-disciplinary Community Mental Health Recovery Service (CMHRS), including face-to-face contact with the public/clients, clients’ families/carers, medical staff, and other agencies; and receiving and dealing with all telephone enquiries.

The role of the CMHRS is to provide a point of access to mental health services for those living within a given area.  Working within a multi-disciplinary and agency environment promoting a ‘total care’ philosophy to those who require assessment and/or support during a period of severe mental illness.

Location: Berkeley House, 11-13 ockford rd, Godalming, GU7 1QU

Work Pattern: Monday to  Friday from 9Am to 5 PM

Please refer to the job descriptions for further details which was attached to the advert.

Detailed job description and main responsibilities

Principal Duties

• To be responsible for maintaining the confidentiality and security of client data in accordance with Trust policy
• To be able to use Rio and Swift, the Trusts and Surrey County Council Electronic health records systems, and accurately enter information.
• To undertake secretarial duties including typing letters to GPs/other health care professionals to support the administration team.
• Greet clients and visitors to the CMHRS and alert team members of their arrival
• Answer telephone enquiries/messages and transmit to team members according to priorities; maintaining a helpful and courteous manner at all times
• Answer and respond to any queries staff have on a day-to-day basis
• To provide reception support as and when required.
• To administer the travel claim system and ensure claims are valid
• Ensure all staff enter their appointments for the day in the movement book, and check all team members use the in/out board.
• Send and receive faxes for the team, ensuring that urgent faxes to the team are dealt with appropriately
• Distribution and date-stamping of all incoming/outgoing post.
• Support team members in liaising with service users /relatives/carers/secretaries/GP’s and other relevant care agencies
• Maintain an effective filing system, including retrieval of files from archive storage
• Photocopying and maintaining stocks of relevant forms and leaflets for team use
• Coordinate and book rooms for meetings and clients’ appointments
• To liaise with estates dept regarding any repairs required within the base in order to maintain a safe working environment
• Share responsibility for securing the building at night – ensuring the area is secured
• Undertake typing of letters, memos & reports as required
• To implement Trust and team policies/procedures and propose changes to practices if necessary.

General

• All staff will have a sound awareness of Safeguarding issues and be clear about their respective roles and responsibilities to report, respond to and share information in relation to Safeguarding Adults, Safeguarding Children, Domestic Abuse and Public Protection.
• All staff will have a knowledge of and adhere to the Data Protection Act and will not disclosure to any person or organisation, any confidential information that comes into their possession in the course of their employment.
• To fully participate in the Trust’s performance review and personal development planning process on an annual basis.
• Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.
• To achieve and demonstrate agreed standards of personal and professional development within agreed timescale
• To contribute positively to the effectiveness and efficiency of the teams in which he/she works.
• To undertake any other duties at the request of the line manager which are commensurate with the role, including project work, internal job rotation and absence cover.
• To contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies.
• To contribute to the prevention and control of health care associated infection by adhering to Trust policies and guidelines