Support Systems Administrator

Job overview

To provide administrative support ensuring the efficient & smooth running of the unit. To assist the Support Systems manager with accurate data input and administration.

Main duties of the job

• Providing front-of-house reception duties
• Receiving and dealing with all incoming calls to the service
• Providing a comprehensive administrative service including processing all referrals, assessments and correspondence received.
• For ensuring all incoming emails are dealt with accurately and in a timely manner and distributed to the appropriate persons,
• For efficient input of case management data
• For efficient input of data in line with NDTMS requirements

Detailed job description and main responsibilities

Administrative

• To provide reception and switchboard duties, including answering the telephone, taking messages, transferring calls & dealing with clients who may drop in to visit the clinicians
• To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible
• To ensure all administrative systems are managed electronically where possible
• To provide a comprehensive administrative service
• To maintain office systems and ensure information relating to service users is accessible to relevant staff and to ensure confidentiality at all times
• To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate
• To ensure there is an adequate supply of all office items including stationery supplies, information leaflets, available for colleagues and service users
• To undertake general office duties including: photocopying, collating & binding of documents, laminating etc. as required
• To ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary & that the office is kept clean and tidy at all times

Electronic Case Management

• To use the electronic case management system to input data accurately and in a timely manner
• To ensure efficient input and recording of case management data
• To ensure that data and recording requirements are fulfilled and that information is shared and disseminated in a professional and timely manner
• To undertake the in-putting of activity data on to the appropriate database

General

In carrying out the above duties the post holder will:

• Work in accordance with the appropriate ELFT policy and procedure at all
• Work flexibly across operational sites as required
• Work flexibly within an agreed number of hours of work to maintain the most appropriate level of service provision
• Seek to improve personal performance, contribution, knowledge & skillParticipate in appraisal, training & supervision processes
• Keep up-to-date with developments in services, legislation & practice relevant to the relevant client group
• Contribute to maintaining safe systems of work & a safe environment
• To participate in activity monitoring & basic audit as required
• To liaise with Estates & Facilities regarding facilities used by the service
• To report to line manager any issues that are of concern relating to health & safety of the building
• To arrange appointments & bookings for the service
• To communicate effectively with a wide range of people from different backgrounds, dealing sensitively & tactfully with clients & their parents/careers in person, or on the telephone
• To deal sensitively with service users or their careers/relatives who may be distressed. To exercise judgment when dealing with inquiries & resolve patient problems by providing information & advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member
• To use information technology for a range of purposes
• To have excellent verbal, written & communication skills
• To induct new staff to appropriate administration systems
• To have the ability to remain calm & sensitive in difficult & stressful situations
• Ensure individual readiness, and participate in team readiness, for meeting all applicable CQC quality standards
• Undertake other duties appropriate to the level of the post

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.