Team Administrator

Job overview

Please be aware that this role is NOT eligible for Sponsorship

If you already work for HPFT on a health and care visa, you will NOT be able to transfer your visa to this role as this role is NOT eligible for Sponsorship.

This is an exciting opportunity to be part of an innovative primary mental health service. The HPFT Talking Therapies Service covers Hertfordshire, and this position is based in Stevenage. The  team covers the North Hertfordshire area of Stevenage, Hitchin, Letchworth, Baldock and surrounding villages.

Our service is focused on delivering high quality psychological therapy, and is amongst the highest performers in the region. This is an exciting opportunity to be an integral part of this service.

We are looking for a new part time Team Administrator to join our  friendly and dynamic team.

We are looking for someone who can display a considerable degree of initiative, possess mature judgement and have excellent organisational skills.

The successful person will be able to work in a busy, challenging and interesting environment and possess good interpersonal and communication skills. They would need to have a professional manner, be computer literate, conscientious and organised and be able to deal with confidential Service User issues.

We are looking to fill the position part time with some flexibility on working hours. Ideally the hours would be split over 3 days; Monday - Wednesday.

Main duties of the job

The job role involves providing comprehensive, professional, and effective administrative support to the North Talking Therapies Team. You will be responsible for managing the team inbox, and general queries, overseeing and inputting  new referrals into the patient database, answering the telephone, taking and passing on messages, organising rooms, sending out agendas, taking meeting minutes and a range of other general administrative duties that are covered in the Job Description for this post.

This is a busy and varied role so good interpersonal skills are required. As some of the work will involve speaking to service users on the telephone, you must display a considerable degree of tact, possess mature judgement and maintain a calm, friendly and efficient manner.

The right person will be able to work with a degree of autonomy and apply a high degree of confidentiality to all of their work.

Detailed job description and main responsibilities

• To be highly proficient and expert in the service Patient Recording System, advising and guiding others in the Team, supporting new users and instructing them as necessary. (Training will be given)
• Inputting new referrals, ensuring personal details are correct and up to date , ensuring template letters are accurate. (Training will be given)
• To use proficient internet skills to access, search and retrieve data relevant to Team and to manage the team inbox
• To use knowledge, and experience to meet the needs of the Teams by completing non-routine tasks on a daily basis.
• To report and ensure equipment and environment faults are dealt with by relevant persons
• To manage and prioritise mail ensuring it is correct and sent out in time
• To set up meetings, send out invitation letters, book room and take notes, as required
• Ensuring all messages are relayed as quickly as possible to Managers and the team
• To work unsupervised daily, prioritising own workload, using initiative as to what is routine and what is urgent.
• To use agreed guidelines/procedures and develop knowledge/skills/qualifications when working autonomously and managing own work.