Team Administrator

Job overview

We are seeking a part time band 4 team administrator for Wandsworth CAMHS Tier 3 team – based at Springfield Hospital site - 3days per week (22.5hrs per week).

The successful candidate must be a good team player, with a focus on ensuring that an effective administration service is provided:

The successful candidate will have previous experience of administration roles within an NHS Trust setting, you must also be flexible and able to work under pressure, possess excellent organisational skills, communication and interpersonal skills, together with the ability to prioritise a busy workload.

Hybrid working will be considered with minimum 2 days onsite.

Main duties of the job

The post will be part of an administration hub that exists to provide an important administrative and Out Patient and is aligned to the Children and Adolescent Outpatient Department. Admin tasks to include using computerised information systems, collating statistics and returns as required by the Trust and Local Authority, word-processing, audio typing, booking appointments, developing and maintaining filing systems, mailing questionnaires and being responsible for capturing which forms have been returned, being the first point of contact for patients, relatives/carers and other professionals service queries.

Flexible Working:

As one of the few Trusts in London we are proud to offer flexible working as part of our new ways of working, and we are happy to talk flexible working at the interview stage.

Detailed job description and main responsibilities

Administrative

• To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.
• To support team members in being able to access basic information held on My Dashboards and Pulse
• To ensure that all service users patients and visitors are received in a courteous and efficient manner, covering the outpatient reception when required.
• To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team
• To facilitate effective communication within the team by providing team members with messages and information.
• 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.
• To support the administration of multi-agency meetings, panels, Safeguarding Meetings 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 at all times as the content of multi-disciplinary meetings, panels and Safeguarding Organise meetings including room bookings or video conferencing were possible as required
• Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
• 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 Procurement Team regarding any problems.
• To have the need for confidentiality of service users and professional information
• Photocopy/fax/scan/email as requested by other members of the team
• To implement Trust and team policies/procedures and propose changes to practices if necessary.

Secretarial

• To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to priority.
• Audio Typing using the Big Hand technology
• Book outpatient appointments and consulting/meeting rooms.
• To ensure that computerised records of patient information are maintained and updated.
• To establish and maintain an effective filing system, including clinical files.
• To ensure that all post is opened, date stamped and distributed accordingly.
• To demonstrate initiative, diplomacy and tact when dealing with urgent referrals to the team (often at a point of crisis from other professionals)
• To be proficient and confident in the use of Microsoft packages including Powerpoint, Excel

Reception and Clinic Support

• To provide cover in the absence of the Service Support Administrator for visitors into the department and/or Out Patients Department
• Record attendance of patients and book follow up appointment if needed
• Support in the follow up clinic documentation
• Co-ordinate patient appointments as requested and including appointment invite, sending relevant literature, ensure appointment is managed in the diary and clinic room is booked
• Facilitate clinic staff to efficiently manage the smooth running of clinics
• To guide service users in locating the Real Time Feedback kiosk to provide feedback on their care