Team Based Administrator

Job overview

This role is not eligible for visa sponsorship. If it is identified that you require sponsorship to undertake this role your application may be withdrawn

Our perinatal and maternal mental health services have developed significantly over recent years with considerable focus on the expansion of the workforce to work towards the Long Term Plan ambitions.

Your role will involve providing comprehensive administrative support to the wider South Staffordshire Perinatal and Maternal Mental Health Team.

This is a part time position (30 hours 0.8WTE). There will be a mixture of hybrid working as well as, travel across Staffordshire and Shropshire.

Main duties of the job

The post holder will offer confidential and efficient administration support to the multidisciplinary staff within the team. The post-holder will provide an effective and efficient administrative service to the South Staffordshire Perinatal and Maternal Mental Health Team, including admin support to the team leads and senior clinicians.

The post holder will be required to work on his/her/their own initiative and demonstrate a willingness to help others and be a key member of the team. The post holder will be expected to be able to prioritise work and meet deadlines in order to fulfil the requirements of the post, Excellent interpersonal and communication skills are essential with an ability to deal with highly sensitive and challenging situations.

The post-holder will liaise with a wide range of people, partner organisations and agencies, both internally and externally on behalf of the South Staffordshire Perinatal and Maternal Mental Health Team ensuring that a professional image is maintained at all times

The post holder will be able work on own their initiative, organise their own workload without direct supervision on a daily basis to ensure deadlines are met and to enable compliance with all Policies and Procedures.

Detailed job description and main responsibilities

To provide general administrative services to support the smooth running of clinical services including:

• Supporting with the preparation of all documentation, including agendas, circulating papers and minuting meetings.
• Typing letters and reports.
• To collect and input statistical information as required and ensure that reports where requested are delivered within timescales.
• Making bookings and cancellations e.g. training places, rooms and interpreters.
• Receive, sort and distribute internal and external mail, ensuring that important and sensitive information is brought to an appropriate person’s attention in a timely manner.
• Supporting diary management of an individual or individuals (arranging meetings/appointments/groups etc).
• Monitoring of an individual and team inbox.
• Provide general non-clinical advice to deal with all enquiries and communicate effectively on behalf of the Team.
• To deal professionally and promptly with telephone enquiries, taking and processing messages accurately and adhering to relevant policies and procedures.
• Providing cover for other administrative colleagues during staff absence.
• Dealing with patient/public enquires about services - liaising with professionals where required and escalate as appropriate.

To provide administrative support to clinical pathways including:

• Adding patients and input referrals into the clinical system as required by the service.
• Booking appointments on the clinical system including identifying clinic availability in situations where it may not be immediately obvious (e.g. no capacity available in one clinic).
• Cancelling/rescheduling appointments if required.
• Processing clinical requests e.g. sending onward referrals, chasing results.
• Ensuring appointments take place within specified waiting times or other targets and taking proactive action if they are not (liaising with colleagues to do so).
• Dealing with queries about appointments.

Providing administrative support to quality, performance and contract processes including:

• To be aware of the procedure for reporting incidents and potential complaints to the Trusts Internal Systems and Team Leader.
• To contribute to the collection and inputting of data required to support the outcomes for the service, including maintaining of spread sheets/databases where required.