Psychology Administrator

Job overview

An exciting opportunity has arisen for an enthusiastic and diligent administrator to join our welcoming and supportive Adult Psychology team.

We are looking for someone who has proven excellent administrative and clerical experience, is a strong team player with excellent communication skills.  A welcoming telephone manner is vital as the post holder will have direct contact with patients and health professionals.

Main duties of the job

Duties to include general administration duties plus:

• Inputting patient information onto databases including WCCIS
• Supporting the local team to support their patients
• Typing of patient letters and reports
• Booking appointments, meetings and managing diaries
• Waiting list validation and alterations as required
• Minute taking for team and professional meetings
• To be first point of contact for patients

Detailed job description and main responsibilities

Principle Responsibilities • To manage own workload and work independently to defined policies and procedure. Ensuring that own work is  managed, prioritised and actioned in a timely manner and to be able to use own initiative.  • Being responsible for the requisitioning and receipting of equipment and stationery via the Oracle System and keep  databases updated in respect of orders for IT items.  • Acting as first point of contact for patients, dealing courteously and appropriately in receiving calls from  patients/carers/parents, communicating all messages accurately and promptly.  • Communicating via the telephone, dealing with queries from patients/clients, their families, professionals, external  agencies and other as appropriate.  • Receiving telephone calls, sometimes of a complex and sensitive nature and providing general non-clinical  advice/information. • Exercising judgement when dealing with enquiries. • Providing, receiving and dealing with complex and confidential information in many forms, sometimes of a sensitive  manner.  • To cover the reception area when required as part of a rota within the team. • Arranging meetings, booking venues and ordering refreshments as requested, ensuring relevant resources are  available. Servicing meetings, sending out agendas, circulating meeting information and taking minutes of meetings  as required. • To provide efficient secretarial support to members of the department including typing, audio-typing, photocopying,  filing, processing of incoming and outgoing mail within appropriate timeframes. • To maintain an effective filing system in accordance with the health record keeping standards.  • Complete and maintain patient information on WCCIS. Accurately entering statistical data on WCCIS, supplied by  the team. Maintaining existing databases. • Working with the admin team and contribute to ideas for new processes or procedures and implement these in own  work area. To develop systems to assist smooth running of the department where necessary. • To cover for periods of absence by other team Secretaries within the service if required, under the instruction of the  Team Leader and with agreement from the Lead Psychologist.  • To undertake other relevant duties as required by the Psychology Team. This may include specific projects and  tasks directly related to the work of the Division of Mental Health & Learning Disabilities. • To co-operate in implementing the requirements of all health, safety and environmental legislation relating to codes  of practice and safety instructions. • Reporting of faults via Trust Help desk, ensuring work is carried out and records maintained. • To adhere to departmental and ABUHB policies and procedures • To ensure all mandatory training is completed as and when necessary.  • To act in a way which promotes dignity and respect towards patients, carers, colleagues and other professionals,  visitors and members of the public.