Team Administrator

Job overview

Previous applicants need not apply

A full-time vacancy has arisen within the Greenwich Mental Health Hub Team and we are looking for a motivated and enthusiastic individual to work closely with a multi professional mental health team.  The successful candidate will be required to provide a comprehensive range of secretarial and administrative services, being able to work accurately and effectively using your own initiative or as part of a team.

Main duties of the job

To provide an integrated and comprehensive administration and secretarial role supporting the multi-disciplinary team including managers, clinicians and practitioners within the Greenwich Mental Health Hub.

You will need administrative experience, to be proficient in Microsoft Windows packages and the ability to communicate courteously face to face, on the telephone and in writing to a wide range of services users and professional staff.

You will need excellent keyboard skills and be able to prioritise and organise your work in a busy office environment. You should be able to take minutes and be able to organise meetings. You should be flexible in your approach and be able to proactively communicate with colleagues on workload issues and offer administration support.

Experience of working within a health service environment would be an advantage.

Experience of using patient information systems would be an advantage although full training will be given to the successful applicant

Detailed job description and main responsibilities

• Undertaking word processing for the provision of required reports, letters, summaries, etc. within the set standards
• Using RIO (electronic system) to record and retrieve information on both service users and caseload holders
• Processing referrals via email/NHS E-referrals
• Booking appointments and sending out letters via hybrid mail
• 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 the 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, scanning etc.
• Provide assistance to clinicians in troubleshooting computer issues.
• Booking of interpreter services to attend the locality or on the telephone
• Minute taking – to take detailed notes for MDT meetings
• Scanning incoming correspondence and reports / blood results / ECG and any other investigations ensuring all correctly uploaded into electronic system using the correct naming convention.
• 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:
• Messages left overnight on answer phone are distributed appropriately
• Incoming calls via telephone/personally delivered are prioritised and distributed accordingly
• Visitors to the base are welcomed in a professional and courteous manner ensuring appropriate direction to the relevant personnel is provided
• Incoming post is sorted/distributed in a timely manner
• Keep movement chart on all staff updated throughout the day