Team Administrator

Job overview

An opportunity has arisen for a Band 4 Administrator to provide support to the Adult ADHD / ASD Services. The post is based in Jubilee Health Centre, Wallington. The post holder will play a pivotal role in creating, sustaining and supporting the administrative and communication support systems within the services.

The post holder will provide an effective and comprehensive range of administrative services to the multi-disciplinary team. The post holder to undertake a varied number of duties to ensure that the work of the department is delivered as effectively and efficiently as possible.

The administrator is often the first point of contact for patients and professionals contacting the service and plays an important role in ensuring a positive patient experience and positive image of the service.

You will be proactive and organised and have experience as an administrator. You will be committed to providing a high-quality service and have a desire to work collaboratively with a range of colleagues.

About the team:

You will be part of the adult Neurodevelopmental Disorder services and work within Adult ADHD/ASD services.

About the location:

The team is based at Jubilee Health Centre, Wallington. Agile working is supported within the team

Main duties of the job

The post will be working with the ADHD/ASD Services. Administrative tasks will include using computerised information systems (RiO), collating statistics and returns as required by the Trust, word-processing, audio typing, booking appointments and being the first point of contact for patients, families and professionals.

Detailed job description and main responsibilities

To be responsible for ensuring the data on RIO is accurate and up to date. The post holder will extract routine data for the Trust and/or team members. To produce reports and alert team to errors and problems as they arise.

To be responsible for providing monthly returns and other monthly performance indicators in a timely manner. To provide other returns as requested.

To ensure that all patients and visitors are received in a courteous and efficient manner, covering reception when required.

To be responsible for ensuring referrals to the team are processed efficiently. Responding to urgent referrals and queries when necessary and making sure they are passed on to a senior member of the team.

To facilitate effective communication within the team by providing team members with messages and information.

To ensure that all telephone and email enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.

To support the administration of multi-agency meetings, panels and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.

To maintain confidentiality of service users and professional information at all times.

Use of Artificial Intelligence (AI) in job applications

If you have used AI to support the preparation of your application, please briefly indicate how it was used within your supporting statement or application form.

Please remember, your application is your opportunity to tell us about your skills, experience and motivation for the role. We encourage applicants to complete their application and supporting statement in their own words wherever possible. We recognise that AI tools can be helpful in supporting accessibility, and for improving spelling, grammar and structure.

Applications that rely heavily on AI-generated content can become generic and fail to accurately reflect an applicant's individual experience. Applications that clearly demonstrate your own voice, reflections and experiences are often the most effective and help us better understand your suitability for the role.

Please be aware that information provided in your application and supporting statement may be explored further during the selection process. It is important that all applications accurately represent your own knowledge, skills and experience.

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.