Team Administrator

Job overview

The countywide Early Intervention in psychosis service are looking for an enthusiastic and team player candidate for a band 4 administrative role to provide high‑quality administrative and secretarial support to the Operational Leads and the multi-disciplinary clinical team. The role requires excellent written and verbal communication skills, the ability to work both independently and as part of a team, and strong organisational skills to ensure the smooth and efficient running of the service.

The successful candidate will work closely with the Business Support Lead and Team Manager, will contribute to delivering an effective, responsive, and confidential administrative service. They will develop and maintain administrative systems, manage sensitive information appropriately, liaise with a wide range of professionals, and support key operational functions across the team.

Main duties of the job

-Receive and appropriately manage all incoming calls and visitors, ensuring a courteous, helpful, and professional response at all times. -Provide a comprehensive administrative / Secretarial support to the Operational Lead and team/service. Including processing all reports, correspondence and documentation.

-Ensure that all incoming post is date-stamped and distributed to the appropriate persons, and that out-going mail is sorted according to internal, external departments and relevant agencies

-Check Rio system for weekly admissions/referrals and discharges and sending out reminders for overdue discharge summaries.

-Coordinate the collection of and update of patient information on files and on team/service database systems ensuring data quality is monitored and any concerns raised.

-Develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered

-Communicating with patients / Staff legal professionals, other clinicians and members of the multidisciplinary team as appropriate

-Arrange appointments, clinics and bookings for the Operational Lead service/team.

-Communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, or on the telephone.

-Have excellent verbal, written and communication skills

Detailed job description and main responsibilities

• In addition to the above duties, the successful candidate is expected to deal sensitively with service users or their carers/relatives who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member. As required to work flexibly to provide reception and switchboard duties including answering the telephone, taking messages, transferring calls and 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 use information technology for a range of purposes To induct new staff to appropriate filing and administration systems

Maintain office-filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.

Book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.

Upload admissions/referrals and discharge and other documents onto Rio and retrieving information/documents from Rio.

Provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing.

Report to the Operational Lead Business Support Lead any issues that are of concern relating to health and safety of the building.

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.