Senior Medical Administrator

Job overview

HOPE is an innovative service for young people from Surrey, aged 11-18 with mental health difficulties, emotional and behavioural needs. Based at Epsom and working as part of a multi-agency team, you will provide administrative and financial support for a team of professionals from health, social care and education. HOPE offers a day programme of therapy, education and community work to young people who are referred to the Service through Child and Adolescent Mental Health Service and Children's Services. We are looking for a dynamic, motivated and organised Administration Co-ordinator to support the team in providing comprehensive, high quality administrative support, including data management, minute taking and the use of procurement and financial systems. An integral part of this role is to organise the reception and manage the transport arrangements for young people coming into the day programme. You will work with a multi-professional team dedicated to working with young people with a variety of complex needs, whilst enjoying excellent management.

For this role, you will need to be a competent typist and computer user, with experience of working in a busy office. You will have a good working knowledge of administrative and working practice and the ability to take responsibility for the collation of data to evidence outcomes and input into the relevant databases/reports.

Main duties of the job

Being able to work in a pressurised environment alongside team members who work for Surrey County Council and Surrey and Borders Partnership (NHS) Providing administrative support to approximately 20 members of staff with diverse roles (ie teachers, social workers, mental health nurses, psychologist, dietician, activity workers, art therapist, drama therapist and students).

Dealing with young people who from diverse backgrounds, who are referred to the Service because of their mental health, social, behavioural and emotional needs.  These young people can be challenging to deal with, and the post holder should be able to deal with conflict appropriately, and know where to seek support if necessary.

The nature of the Service means that prioritising work can be challenging, given the constantly changing needs of individual young people, and the administration required to support their progress within Hope and to plan for their future needs.

The post holder should have a flexible approach to their role, and on occasions may be requested to undertake tasks to support the Team and young people, that are outside of their job description. This is an expectation of all team members given the changing needs of the young people within Hope.

Detailed job description and main responsibilities

Key Responsibilities

• Take and transcribe a wide range of meeting minutes in an accurate and timely manner
• Receive and process referrals to the relevant clinician and system(s)
• Provide day to day supervision and monitoring of workload for Band 2 and 3 administrators
• Update case notes on patient record system as required
• Undertake regular managerial supervision and appraisal of administrators within the team, in conjunction with Band 5, if applicable
• Monitor annual leave requests and sickness absence for manager, as required
• Extract data from data warehouses i.e. DART
• Support recruitment process for band 2 and 3 admin vacancies
• Type up reports incorporating graphics and tables as required
• Type all letters dictated or provided by the team
• Book appointments on the patient record system for clinics and individual consultations
• Answer telephone calls and relay any messages in a timely manner
• Creating bespoke documents for the team, such as leaflets etc.
• Arrange team events, as required
• Monitor data quality of administrative input