Project Admin Support - Severe Mental Illness (SMI)

Job overview

Job Summary  To provide efficient and effective administration support as part of the Severe  Mental health (SMI) physical health function which operates across primary  and secondary services  To undertake the administration of all referrals received into the service  Report to the  Health support Team Manager who will provide ongoing  support and guidance.  To work alongside primary partners in supporting the process  Support GPs in the reviewing of SMI registers held in primary care.  Support patients in accessing appointments

Main duties of the job

 Provide administrative support for the Health Support team including typing, diary  management, meeting organisation, preparation of reports using a range of  Microsoft Office programmes, filing and photocopying   Manage enquiries from staff, service users/relatives, members of the public,  Consultants and other outside organisations   Maintain a manual and electronic filing system   Responsibility for the taking, typing and circulation of minutes, agendas, memos  and other documents alongside general administration duties   Dealing with postal and electronic mail, telephone and reception queries and  messages   To provide cover for colleagues on annual leave or sick leave, ensuring the  provision of a flexible, effective and efficient clerical and administration service to  the borough management team   Liaison with external contacts and organisations, other hospitals and Trust staff,  community services, Social Services, third sector and VCSE  Support and prompt patients in accessing appointments, and escalate when they  are unable to.  Promoting good client care and anti-discriminatory practice. This may involve  dealing with clients in a distressed state and or where there are barriers to  understanding.

Detailed job description and main responsibilities

 Provide administrative support for the Health Support team including typing, diary  management, meeting organisation, preparation of reports using a range of  Microsoft Office programmes, filing and photocopying   Manage enquiries from staff, service users/relatives, members of the public,  Consultants and other outside organisations   Maintain a manual and electronic filing system   Responsibility for the taking, typing and circulation of minutes, agendas, memos  and other documents alongside general administration duties   Dealing with postal and electronic mail, telephone and reception queries and  messages   To provide cover for colleagues on annual leave or sick leave, ensuring the  provision of a flexible, effective and efficient clerical and administration service to  the borough management team   Liaison with external contacts and organisations, other hospitals and Trust staff,  community services, Social Services, third sector and VCSE  Support and prompt patients in accessing appointments, and escalate when they  are unable to.  Promoting good client care and anti-discriminatory practice. This may involve  dealing with clients in a distressed state and or where there are barriers to  understanding. AFC 7/10/21 JME-273-21 Project Admin Support band 3  To ensure all relevant referral information is recorded on PARIS and other local  data systems, and be responsible for the accuracy of the information contained  within the system.  To communicate in a manner that is consistent with Trust policies and  procedures whilst presenting a positive image of the service   To manage diaries effectively, ensuring that competing priorities are effectively  and efficiently dealt with   The ability to prioritise own workload, organise and plan busy schedules   To order and maintain sufficient levels of stationery and supplies for the  department   To continuously review administrative processes within the team and contribute  to the ongoing development of the service   To collect information and produce statistics as and when required by the  borough management team for audit and research purposes  This job description is not exhaustive, but is intended to give an overall picture of the  role. Other duties within the general scope of the post may be required from time to time.  The duties of the post and job description can be reviewed through the agreed process.