Team Secretary

Job overview

Based at Bridgeways, Turpington Lane, Bromley BR2 8JA All start dates are subject to pre-employment checks We are looking for a competent team secretary / administrator to join Older Peoples Admin Team in Bromley. You will be providing administration and secretarial support to Bromley Community Mental Health Team and the Memory Service Team for the provision of client related reports, letters and discharge summaries, including legal and clinical documentation.

You should have excellent secretarial skills. Be a clear communicator and have excellent listening and written skills, as you will be contacting clients and taking messages on behalf of both teams and will also have regular contact with clients when covering reception duties. You should have experience of taking formal minutes at multidisciplinary meetings and diary management.

Excellent organisational skills are essential as you will be setting up and maintaining office processes and procedures and managing conflicting deadlines. Intermediate experience of Microsoft Office, Word, Excel are essential. Experience of using Rio, hybrid mail, iFox would be an advantage, although full training will be given to the successful applicant.

Main duties of the job

To provide integrated and comprehensive secretarial and administrative support to the Administration Manager to ensure smooth running of administration services within the Older Peoples Mental Health Community Services

Detailed job description and main responsibilities

Key Task and Responsibilities

• Undertaking typing to support the Consultants and teams for the provision of required client related reports, letters, discharge summaries etc., including legal documentation, whilst prioritising workload and meeting deadlines.
• Dealing with incoming correspondence daily, distributing and taking appropriate action as necessary, ensuring urgent items are brought to the attention of professional staff within the team.
• Dealing with referrals to the service, written, email & E-referrals, according to local procedures.
• Working as duty admin when allocated on rota
• Maintaining RIO database ensuring accurate and timely entry of necessary client data
• Administration of allocation and closure of cases.
• Implementing and maintaining effective client and systems ensuring client records are kept safe, confidential, up to date and accessible.
• Processing Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
• Arranging clinic and other appointments using diaries and electronic systems, liaising with other professionals as appropriate and arranging room bookings.
• Attending and participating in meetings.  Minuting meetings, e.g. MDT meetings and professional meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.
• Undertaking administrative duties, e.g. diary management, photocopying, scanning, patient reminder calls.
• Using Hybrid mail to communicate with GP’s and clients
• Using email, intranet, Internet and Microsoft packages as required.
• Acting as clinic receptionist as required.
• Providing cover for secretarial/admin staff during periods of leave and sickness
• Handling both routine and urgent matters using initiative and with minimal supervision.
• Undertaking any other duties commensurate with the level of the post as required ensuring efficient and effective running of the department/section.