NHSJobs.com

Detailed job description and main responsibilities

• To provide general administration duties to the team including answering phone, taking messages, dealing with enquiries, responding to emails, dealing with incoming and outgoing post, photocopying, scanning and assisting with the effective dissemination of information as appropriate.
• To participate in providing a professional reception to the service, as and when required, and to ensure both telephone and personal enquiries are dealt with in a polite, confidential, and efficient manner. Communicating sensitively with anyone coming into the department maintaining strict standards of confidentiality.
• To respond to queries and incoming calls on a daily basis, which may be non-routine and can sometimes involve information of emotional and distressing circumstances, ensuring prompt attention in a professional and sensitive manner, assessing situations, and seeking further information/support where required.
• To manage own workload seeking advice when required, performing routine office procedures including, typing, and producing letters, producing basic reports ensuring all correspondence is produced to an accepted standard of quality and accuracy.
• To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies.
• Assist in scheduling appointments/meetings using the diary management system in outlook, make room bookings and maintain the room booking diary.
• Assist in the stock control and electronic ordering of all office equipment and stationery; and the subsequent electronic receipting of all received supplies.
• To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.
• Inputting a variety of information from various sources into the appropriate information systems, RIO, System One, Datix, ESR
• To participate in Supervision and appraisal in line with Trust policy.
• To ensure all work is undertaken in line with Trust and national policy.
• Comply with and carry out safe practice in accordance with Trust policies and procedures, appropriate Codes of Conduct, the Mental Health Act (1983) and other relevant national and local guidance.
• To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post including providing cover for other admin staff within the service, across the county.
• Participate in the provision of the extended hour’s service as required.
• Plan, organise and support with meetings as well as taking notes or minutes as required.
• Provide administration support to the management Admin Lead, Team Coordinator and Service Manager where needed.
• To navigate and update clinical systems and electronic databases as required in a competent and efficient manner alongside helping manage and update social media accounts and websites.
• To supervise and support more junior staff as required.
• To arrange the booking of travel, venues, refreshments, equipment as required.
• Handling of petty cash, ensuring accurate receipts are kept.
• To input referrals, arrange appointments, set up group workshops, and ensure the clinical system is kept up to date.
• To process referrals coming into the service entering them onto the clinical system and to action the referrals with the relevant outcome.
• Using Microsoft Excel skills to provide support  with understanding and managing the Team’s data and helping to complete housekeeping reports.