Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Part time - 30 hours per week (9am to 5pm 4 days a week)
- Job ref
- 333-J-HA-0593
- Employer
- Central and North West London NHS Foundation Trust
- Employer type
- NHS
- Site
- Harrow London
- Town
- Harrow
- Salary
- £29,460 - £31,909 pa (pro ratat P/T) inc HCAS
- Salary period
- Yearly
- Closing
- 24/07/2024 23:59
Employer heading
Team Administrator
NHS AfC: Band 4
Job overview
Job Overview
We are looking for an experienced team administrator to join our supportive team in the Harrow Community Triage and Assessment Team. You will be responsible for providing a full range of secretarial and administrative duties to support the effective delivery of a high-quality service.
To support the manager and the Harrow Mental Health multi-disciplinary team, preparing correspondence and reports using a range of electronic media.
We are a large, well established service based in a diverse borough of London. We are passionate about the work we do and care provided to service users, and work by the trust values of compassion, respect, empowerment and partnership. Our team is key in the work we do and service provided to Harrow population.
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working in our healthcare settings.
Main duties of the job
Main Duties of the Role
The post holder will support the clinical team in carrying out their duties. This will range from data entry in relation to referrals, general typing, taking call from clients, arranging appointments, organising psychology files, distribution of post, arranging meetings, receiving and disseminating information, and the provision of a receptionist service in order to enable the team to carry out a range of clinical activity as quickly and effectively as is required. This post will be required to contribute to clinical data management and audit work on a regular basis.
Working for our organisation
Working for our organisation
The catchment area of the post is the London borough of Harrow. The main hub for the service is based at Bentley House, Headstone Drive in Harrow.
The post-holder will work full-time hours and may be required to work 9am- 5pm on weekdays.
Wellbeing is important within our service and we are a collaborative and cohesive team. We have a dedicated wellbeing group within the service to help support individuals' and the wider team wellbeing.
Benefits of working for CNWL include:
- 27 days of annual leave, plus bank holidays, with an increase to 33 days with continuous service
- NHS discount
- Opportunities for career progression
- New starters will have a 13-week probation period which is a supportive process to allow individuals to learn and work within the key aspects of their role over a period of time
- If you would like to see what it's like to work for CNWL please have a look at https://www.cnwl.nhs.uk/work
Detailed job description and main responsibilities
Administrative and Secretarial
1. To work with the administrative team and to ensure the day-to-day management of the office and the development, implementation and maintenance of high-quality office practices and procedures to ensure that all non-clinical requirements of the team are met.
2. To provide a receptionist service for the service as required. To deal with telephone calls, correspondence and direct contacts with clients and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer complex matters or matters relating to clinical risk to relevant senior members of staff.
3. To prepare documents by copy or audio typing using Microsoft office software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.
4. To be fully conversant with computer packages, promoting good presentation, including word-processing and spreadsheets.
5. To arrange meetings and training events for the team as and when required.
6. To act as secretary at meetings if required, taking and distributing minutes as appropriate.
7. To set up and maintain an effective electronic filing system for the department.
8. To take responsibility for ensuring that adequate stock levels of stationery and other clinical equipment are maintained at all times as required and order/procure regularly as needed.
9. To maintain a central record of annual leave, sickness, study and authorised and unauthorised absences when required.
10. To ensure that the record of availability of staff on a daily basis is updated for all staff.
11. To carry out a range of administrative tasks (post, photocopying, taking messages etc)
Data Quality Management
1. To input and retrieve service user details and statistical data into the relevant patient information system.
2. To make sure information is updated on the data systems in use in the various phases of the referral process including post assessment, treatment and closure of cases.
3. To be responsible for the administration and coordination of clients seen in the service where ever the location of the clinic.
4. To assist in carrying out regular checks and annual audit of client case notes and ensure that notes are archived as and when appropriate. To be aware of the Data Protection Act.
Person specification
PREVIOUS EXPERIENCE
Essential criteria
- Experience of working in multidisciplinary mental health team.
- Experience dealing with members of the public both face to face and on the phone.
- Experience in the training and support of clinical staff in office systems.
Desirable criteria
- Experience in the use of spreadsheets for clinical and statistical purposes.
SKILLS and KNOWLEDGE
Essential criteria
- Knowledge of mental health and medical terminology and familiarity with the use of medical reference and related software packages.
- A comprehensive working knowledge of the use of Microsoft Office software – Word, Excel and PowerPoint.
- Knowledge and experience in the maintenance of clinical database packages
- Knowledge and experience in the maintenance of clinical database packages
- Awareness and some knowledge of Health and Safety Regulations
- Fast accurate audio and copy typing skills.
- Ability to treat service users with respect and dignity at all times, with cultural sensitivity.
- Able to build constructive relationships with warmth and empathy, using good communication skills.
Desirable criteria
- European Computer Driving Licence
- Experience using System One
Education and Qualifications
Essential criteria
- GCSE level English and Maths
- Admin experience
Desirable criteria
- Knowledge of Psychiatric terminology
Attitudes, Aptitudes, Personal Characteristics
Essential criteria
- Able to prioritise workload, work with minimum supervision, making routine decisions
- Flexibility and adaptability
Employer certification / accreditation badges
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.
Documents to download
Further details / informal visits contact
- Name
- Gbemisola Akinterinwa
- Job title
- Triage and Assessment Team Manager
- Email address
- [email protected]
If you have problems applying, contact
- Address
-
Argo House 180 Kilburn Park Road
London
NW6 5FA
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