Team Administrator

Job overview

This is an exciting time to join our Trust. Southwest London St. Georges is at the beginning of an exciting journey of transforming our Liaison Psychiatry services.

Position - Team Administrator

If you want to live locally and work locally, with an employer that offers flexible and agile working with great development and carer progression opportunities, then this may be the role you!

Main duties of the job

• To provide administrative and secretarial service to the members of the team. This is a pivotal role to ensure the smooth running of the service and responsibilities will include using computerised information systems, collating statistics and returns as required by the Trust, word-processing, developing, and maintaining filing systems as well as being first port of call (usually by telephone) for patients, relatives/carers, and other professionals.
• The post holder should be capable of working within a busy and demanding environment, have excellent communication and listening skills, including dealing with staff/visitors of all levels whilst maintaining a high level of confidentiality.
• The post holder is required to undertake a wide and varied number of duties to ensure that the work is managed as effectively and efficiently as possible.

Detailed job description and main responsibilities

• To provide administrative support to colleagues, which could include doctors, Clinical  Psychologists, Psychotherapists, Occupational Therapists, and other levels of staff.  • Ensuring that all tasks are accurately and efficiently carried out according to priority. • To effectively and efficiently manage departmental/electronic diaries for the team and arrange  meetings as and when required. • To ensure that all telephone 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.  AfC approved + updated on 23rd October 2019 (Clustered with CAJE 0670) Team Administrator Band 4 Page 2 of 5 • To ensure that all patients and visitors are received in a courteous and efficient manner.  • To be responsible for ensuring referrals to the team are processed efficiently and respond to urgent referrals when necessary, 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 scan and upload medical results onto computerised data management systems, ensuring that the data is accurate and up to date. • To be responsible for providing monthly returns on the Care Programme Approach (CPA) and other monthly performance indicators in a timely manner. To extract data and provide other returns as requested. • To assist the Performance Manager, if required, in retrieving data to be included in quarterly and annual performance reports which are circulated both internally and externally. • To be responsible for completing absence returns for the positive payroll system. • To produce and circulate agenda’s, take minutes at team meetings and distribute these as appropriate. • To undertake audio typing on a regular basis, if required . • To establish and maintain an effective filing system. • To ensure that computerised records of patient information are maintained and updated. • To liaise with Facilities regarding small building maintenance issues and where appropriate coordinate all the Facilities services provided to the team including domestic, catering and security. • To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the relevant manager regarding any problems.  • To manage outpatient clinics and reception, depending on the service provision. • To ensure that all post is opened, date stamped, distributed accordingly, where necessary to be uploaded onto RiO. • To implement and contribute to policy and service development in relation to own area as required.