Psychosexual Service Administrator

Job overview

The successful applicant will work closely with the administration manager and will be  pivotal to the smooth running of the service contributing toward the management of the client journey from pre referral to discharge and beyond. They will also ensure all administrative tasks are completed and support the therapists booking and changing appointments and ensuring therapist clinics are maintained efficiently.

Main duties of the job

The successful applicant will have the utmost professional integrity and understand the importance of confidentiality and excellent customer service. They will demonstrate at every contact respect and patience ensuring client dignity is upheld. As this is a discreet service addressing the most personal issues of sexual function and relationships the post holder will maintain at all times a thorough understanding of confidentiality. Additionally, we expect hardwork and initiative and an ability to prioritise workload, being able to multitask and follow instruction . A team player with a can do approach is priority.

Detailed job description and main responsibilities

Collaborate effectively as a team member. Supervise the daily workload of Band 2 staff. Provide administrative services across all departments, including wordprocessing, drafting, and producing documents such as meeting notes, reports, letters, and business documents from audio or copy sources. Perform general office duties as required, including filing, photocopying, collating and distributing information, and managing incoming and outgoing mail. Operate and maintain an accurate and secure filing system that is accessible to all staff. Maintain spreadsheets and databases, including producing regular information reports. Organise and service meetings/events as needed, including room bookings, taking accurate notes, transcription, and distribution. Handle procurement tasks including ordering stationery, clinical supplies, and equipment stock. Use initiative to meet tight deadlines. Provide flexible administrative and clerical support as necessary, occasionally requiring work at another base in the local area during cross-cover arrangements. Communicate effectively using written, verbal, email, and telephone skills. Liaise closely with staff, service users, and stakeholders professionally. Serve as a point of contact by receiving telephone enquiries, taking accurate messages, handling calls and enquiries per Trust policies and procedures, and redirecting calls when appropriate. Exercise confidentiality, empathy, discretion, and diplomacy in communications, including managing challenging situations. Prepare letters, reports, and other documentation of a sensitive and confidential nature within guidelines. Communicate basic, sensitive, and complex information. Manage and address language barriers where applicable. Attend admin team/departmental meetings regularly and contribute to effective teamwork by exchanging views and ideas and communicating efficiently. Make decisions within the team while receiving support. Make judgements involving facts or situations, some requiring analysis. Operate with minimal supervision, solving problems within own areas of responsibility (e.g., reception and care records management). Notify the Line Manager of any concerns promptly. Refer situations requiring further attention to the Line Manager. Ensure accurate data is provided for statistical and planning purposes as requested. Identify and promote best practices and innovation to improve efficiency and productivity. Organise day-to-day tasks, prioritising to meet set timescales. Undertake work prioritised by the Line Manager and plan and organise straightforward tasks. Arrange regular meetings, ensuring continuous use of computer and telephone systems. Advanced keyboard skills are required. Utilize Trust IT systems for data inputting and familiarisation with various paper and electronic filing systems. Handle manual files, stationery, and supplies. Contact patients by telephone in a sensitive and confidential manner. Occasionally interact with patients face-to-face as part of daily duties. File paperwork chronologically in patient records. Book interpreters and transport as necessary for patient appointments, recording issues, and liaising with respective services to resolve them. Provide patients with non-clinical advice and information on various issues, including complex appointment queries. Work collaboratively as part of an integrated team, staying up to date with National and Trust legislation, guidelines, policies, procedures, protocols, and code of conduct relevant to the role. Follow secretarial procedures and comment on or implement policies, proposing changes for the improvement of practices and procedures for own area. Maintain records according to Trust policy. Receive and open incoming mail, taking appropriate action. Liaise with the Central Booking Service regarding cancellation and rescheduling of clinics. Book, verify, and authorize flexible/agency staff as requested, monitoring to ensure required staffing allocation is covered. Participate in and contribute to the effective introduction of new systems and initiatives to improve and develop patient services. Have a personal duty of care for all equipment and resources used, managing stock control and ordering of stationery/clinical supplies. Participate in the induction and training of new staff members, demonstrating activities to new/less experienced staff. Supervise the workload of Band 2 Admin Support, ensuring prioritization and motivation to achieve set timescales. Protect staff and patient confidentiality per Trust policy and procedures. Accurately input confidential data using various Trust IT systems timely. Adhere strictly to Caldicott and the Data Protection Act. Prepare and scan information onto the Trust IT systems, updating patient/staff records as soon as possible. Ensure all held information is kept up to date and of high quality. Photocopy and distribute documents as required and shred confidential documentation per Trust policy. Take and transcribe meeting notes timely, gathering information and producing routine reports in response to queries. Be responsible for the lifecycle management of records, creating electronic and paper care records to the standard Trust design. Maintain a confidential and efficient filing system, ensuring paper and electronic care records are up to date and available for staff as required. Track the movement of care records using appropriate "missing records" systems. Participate in the ongoing archive process for paper care records. Process responses to information/care records requests, ensuring adherence to National guidelines and deadlines. Undertake surveys or audits as necessary and ensure other admin staff participate as required. Complete staff surveys. Date-stamp and distribute incoming post appropriately and sort outgoing mail. Manage diary and appointment systems, clinic lists, and inform clinicians of appointment arrivals. Ensure staff have updated the appointment system and oversee room bookings. Type correspondence, such as letters and reports, using digital dictation when required. Maintain confidential personal data on electronic systems, ensuring accessibility and confidentiality. Maintain a standard filing system, keeping patient notes and correspondence up to date. Book interpreters and translators for clients' appointments, monitor confirmations, and take appropriate actions. Maintain adequate supplies of forms, stationery, letterheads, information leaflets, and appointment cards for colleagues and service users. Receive and manage referrals into the service and discharges, updating patient information on files and IT database systems, ensuring data quality. Undertake general office duties, including photocopying, collating, binding documents, filing, and laminating. Provide admin support for presentations, setting up equipment, and providing handouts and refreshments. Maintain and report relevant repairs for office equipment, keeping the office, reception, and waiting room clean and tidy. Receive regular supervision from the Team Administration Lead. Work flexibly to cover essential priority tasks. Use information technology for various purposes and report any health and safety issues. Demonstrate excellent verbal, written, and communication skills. Induct new staff to reception, filing, and administration systems. Stay calm and sensitive in difficult situations. Be adaptable to change in duties and responsibilities, which may vary depending on changing services, discussed with the post holder. Maintain flexibility and mobility regarding specific responsibilities and location according to service needs. Supervise lower banded staff and participate in recruitment and selection of administrative personnel. Align with Trust values, demonstrating compassion, striving for excellence, respecting diversity, acting with integrity, and supporting others. Address issues using factual analysis and escalate or resolve issues in the absence of the manager. Manage personal initiative and time to meet deadlines and organize day-today activities. Coordinate diaries and arrange meetings regularly. Prioritise patient-centred care in all activities and provide non-medical information and advice efficiently. Adhere to Trust policies and contribute to continuous service improvement. Monitor stationery stock levels and report maintenance faults. Conduct financial and personnel tasks responsibly and update training relevant to the position. Participate in recruitment processes and appraisals, developing lower-banded staff. Provide on-the-job training and suggest areas for growth. Use relevant IT programs to process information and maintain data accurately. Undertake surveys or audits relevant to own work as required. Comply with Trust requirements and execute all administrative tasks, collaborating as part of a team. Welcome visitors and handle enquiries courteously, delivering messages appropriately. Interact with staff, clients, and partner agency personnel confidentially, managing potential public aggression.