Team Administrator

Job overview

The postholder will play a crucial role in supporting the multi-disciplinary team, including medics, ward manager, and clinicians. The role will include providing comprehensive administrative and secretarial support, organising filing systems, and managing service users' records. The post holder will be based at Barefoot Lodge, Goldie Leigh, Abbey Wood, SE2 0AY.

Main duties of the job

To provide an integrated and comprehensive administration and secretarial role supporting the multi-disciplinary team including medics, managers, and clinicians within a busy rehabilitation unit. The role will include the organisation of filing systems and service users’ records and competent keyboard/audio skills.  To liaise with external agencies as required.

Detailed job description and main responsibilities

• Undertaking word processing for the provision of required reports, letters, discharge summaries, etc. within the set standards.
• Using RIO (electronic system) to record and retrieve information on both service users and caseload holders
• Implement and maintain effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible
• Respond to incoming calls and deal with enquiries in accordance with management procedures.  Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician. Use initiative in finding appropriate clinician for advice if required staff member is absent
• Implementing and maintaining effective communication systems with team, locality, acute in-patient staff, GPs and service users.
• Distribute/disseminate post as necessary
• Undertake retrieval (via Windip) of electronic clinical files that have been archived
• Processing of Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner
• Undertake administrative duties – photocopying, answering the telephone, scanning (ensuring all service user related information is correctly uploaded into electronic system using the correct naming convention)
• The assist the team with administration work around follow up appointments for service users
• Ordering stationery/equipment through the Trust’s ordering system (Cardea)
• Use of the NHS email system and diary management.
• Organising team meetings and disseminating papers in advance of meetings
• Minute taking
• Provide assistance to the team in troubleshooting computer, printing and telephony issues
• To undertake data entry using spreadsheets and report on the data for audit purposes.
• Providing cover for other admin staff during periods of leave, sickness or to alleviate workload of colleague as necessary including the undertaking of  reception cover as and when required ensuring:

• Ø  Messages left overnight on answer phone are distributed appropriately

Ø    Incoming calls via telephone/personally delivered are prioritised and distributed accordingly

Ø    Visitors to the base are welcomed in a professional and courteous manner ensuring appropriate direction to the relevant personnel is provided

• To create duty rotas and ensure that these are visible
• To record episodes of absence such as sick, study and annual leave using the Trust recording system Healthroster
• To arrange emergency cover at short notice by both liaising with Temporary staffing and contacting staff
• To arrange supervisions/PDRs between nursing staff and the team manager
• Supporting with staff inductions to ensure new staff have parking permits, keys, access to RiO, and the relevant folders within the shared G drive etc
• To ensure that reception desk is covered during opening hours. To welcome patients and visitors and ensure that signing in procedures are adhered to.

• Ø  To ensure that visitors adhere to signing in procedures Ø  Incoming post is sorted/distributed in a timely manner Ø  Keep movement chart on all staff updated throughout the day