Support Services Administrator

Job overview

The Wandsworth Home Treatment Team (WHTT) are looking to recruit a committed, enthusiastic and motivated individual with good verbal and written communication skills, to join our mental health crisis service and support the wider MDT. We provide short term support and interventions to adults who are 18 and over and living in the borough of Wandsworth, who are experiencing mental health crisis.

The team provides a mobile, home visiting service seven days a week, 365 days a year with immediate response, and works alongside a variety of stakeholders including (but not limited to) inpatient wards, community mental health teams and other specialist services, as well as other HTT’s and Liaison services, dependant on the client’s pathway and plan upon acceptance and after discharge.

This is an excellent opportunity for an experienced administrator or someone with the applicable skills, knowledge and behaviours with a clinical background to join a friendly, experienced and varied multi-disciplinary team. This opportunity is also perfect for someone who thrives from independent working, seeking a faster paced administrative experience or simply wants to experience this role in a clinical setting if not gained already.

Main duties of the job

The post will be working with the Wandsworth HTT. Admin tasks to include using computerised information systems (Rio), word-processing, audio typing using the Big Hand System, booking appointments, developing and maintaining filing systems, being the first point of contact for patients, relatives/carers and other professionals service queries.

To succeed within this role, you must be able to work well within a fast paced and busy environment, with an ability to successfully prioritise and adapt your administrative workload with frequent interruptions. The ideal candidate must have excellent communication and interpersonal skills and experience working with a variety of internal and external stakeholders, as day to day calls can include having difficult conversations with patients and their families.

This post will also require an expectation to work successfully independently when needed and coordinate captured information successfully to other members of the MDT where relevant, to ensure contribution to a smooth running of the service.

The ideal candidate must also have demonstrable skills in using MS Teams and other MS office packages, in particular a good knowledge of Word and Excel and excellent IT skills. Demonstrable Experience of using eProcurement and the new IT Support Hub, using clinical systems such as RiO and iAPTUS as well as delivery systems such as Docman and Hybrid Mail are advantageous, however not essential.

Detailed job description and main responsibilities

• To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.
• To support team members in being able to access basic information held on My Dashboards and Pulse
• To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the shift coordinator.
• To facilitate effective communication within the team by providing team members with messages and information.
• To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone.
• To support the administration of multi-agency meetings, panels, Safeguarding Meetings and forums as required attending, including the preparation/distribution of agendas and associated papers, formal minute taking and following up actions and distributing these as appropriate.
• To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and Safeguarding Organise meetings including room bookings or video conferencing were possible as required
• Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
• To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
• To have the need for confidentiality of service users and professional information
• Photocopy/fax/scan/email as requested by other members of the team
• To implement Trust and team policies/procedures and propose changes to practices if necessary.