Team Administrator

Job overview

The successful applicant will have at least twelve months experience of working in an administrative role in a service organisation with excellent organisational, communication and interpersonal skills enabling them to provide professional, confidential, sensitive, administrative and operational support to the Lewisham NHS Talking Therapies Service.

Demonstrating a sound knowledge of Microsoft Office programmes including Outlook, Word and Excel. The post holder will be comfortable with IT and be keen to learn new software packages and processes.

Accurate data entry is essential, including inputting referrals and coordination, patient flow support, and assistance with discharge planning. Maintain accurate patient records on IAPTus and Trust systems, process clinical documentation, and support data collection, reporting, and audits.

Act as a key point of contact for patients, carers, staff, and partner agencies, ensuring effective communication and escalation of urgent issues. Undertake general administrative duties, including diary management, meeting support, minute taking, filing, and correspondence. Contribute to governance, Health and Safety, training, and service development activities, while providing reception and cross-site cover as required.

Main duties of the job

Providing administration support to the Lewisham NHS Talking Therapies Service, efficient and comfortable being a team member. Ability to multi-task. Being resourceful, a good problem solver and organised. Ensuring steady completion of workload, time management is an important part of this role. Inputting a large volume of accurate data into the IAPTus data base, and supporting other staff to do the same, ensuring referrals are entered within the timeframe. Having face to face contact with clients/carers and dealing with enquiries. Taking the lead in office duties ensuring tasks are completed to meet deadlines. Providing comprehensive support to the team where you are based, which may require you to work unsupervised. To be responsible for keeping systems up to date with any staff changes, informing payroll and HR. To assist and in the absence of the Business Manager, be responsible for the development and implementation of administrative procedures effectively supporting the clinical and managerial needs of the team, training clinical and administration staff in the use of the administrative systems. To work collaboratively with teams within the Lewisham Talking Therapies service covering for the work of others at other sites as and when required. The post holder will be expected to travel to other locations in order to provide cover, occasionally this will be at short notice. Flexibility is an important part of this role to meet the service needs.

Detailed job description and main responsibilities

To provide fast, accurate data entry onto IAPTus IT clinical record system, and support other administrators to do the same.

To co-ordinate the data collection process for the relevant activity reports ensuring that specified deadlines are met. Produce graphs/charts and assist with the preparation of the various reports required. To maintain accurate client records using the IAPTus electronic records and data system, and compile and submit reports within specified time frames, as required. Time management is an important part of this role.

To act as a booking coordinator ensuring that all appointment bookings are kept up to date and booked within the specified timeframe. Ensuring all relevant bookings are made in conjunction with appointments e.g. interpreters. To be responsible for administrative aspects of the self-referral system via various methods e.g. web referrals. To respond sensitively and appropriately to telephone calls from people self-referring to the service.

To be the first point of contact for patients accessing the service (face to face and on the telephone). To liaise with the appropriate professionals and agencies to ensure a continuing co-ordination of client care. To greet all visitors including patients with appropriate courtesy and sensitivity. To deal with frequent exposure to highly distressing or highly emotional circumstances which can include dealing with verbal aggression from patients and dealing with patients who are in crisis. To be responsible for ensuring that complaints are dealt with quickly and appropriately in accordance with Trust procedures.

To take responsibility for submission of Health & Safety and Fire Logs in relation to the accommodation and liaise with Estates and Facilities, when required to ensure that high standards of Health & Safety are practised. To act as the appointed person for emergency aid. To update the on-line Health and Safety logs, taking action where necessary. To undertake all risk assessments and to ensure that any risks identified are reported to the Directorate Health & Safety Lead. To be responsible for overseeing the facilities and maintenance of the team offices. To take on the role of Health and Safety Champion for the team.

To be responsible for organising meetings, including minute taking, transcribing, refreshments and ensuring that all the relevant information is circulated prior to the meeting.

To be responsible for developing, implementing and maintaining effective administration procedures to support the team and to ensure that computerised systems in place are accurate and up to date. To ensure that the members of the team are trained in the use of the administration and data collection systems including temporary staff and trainees

To work as a team member, collaborating with other Team Administrators within the service, providing office duties, photocopying, opening post, typing, data entry, filing, checking and taking messages and answering the telephone, ensuring that there are adequate stocks of up to date patient information available. To provide appropriate cover for other administrative staff when necessary and to undertake any other duties as required by the Business Manager, Head of Service or Clinical Director.

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.