Team administrator

Job Overview

CNWL is looking to recruit a band 4 team administrator for the Westminster Older Adults and Health Ageing Community Mental Health Team. This is a dynamic service offering mental health support to older adults in Westminster who suffer from functional disorders and dementia.

The team believes in making a real difference to the lives of older adults by providing a service that is non-hierarchical, multi-functional and multi-disciplinary, drawing on the expertise of all team members to deliver person-centred assessment, care and support. We work continuously to instil a caring and compassionate culture. We have created a cohesive and proactive team of professionals who are empowered to work together to deliver the best care for our service users and carers.

It is a multi-disciplinary team that consists of medical staff, nursing, occupational therapists, care managers, social workers, assistant and clinical psychologists, administrators and support workers.

Main duties of the job

The post holder will be responsible for providing a full range of administrative support to the team. This will range from managing general correspondence to data inputting of clinical activity on Trust and local authority databases. The post-holder will be expected to work without immediate supervision in order to enable the team to carry out a range of clinical activity as quickly and effectively as is required.

The post holder will work closely with other administrative staff, sharing work where necessary and providing cover for break and leave purposes.

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 on our healthcare settings.

Working for our organisation

Values:

The post holder will adhere to the trust values:

Compassion: Our staff will be led by compassion and embody the values of care outlined in our Staff Charter.

Respect: We will respect and value the diversity of our patients, service users and staff, to create a respectful and inclusive environment, which recognises the uniqueness of each individual.

Empowerment: We will involve, inform and empower our patients, service users, carers and their families to take an active role in the management of their illness and adopt recovery principles. We will ensure our staff receive appropriate direction and support, to enable them to develop and grow.

Partnership: We will work closely with our many partners to ensure that our combined efforts are focused on achieving the best possible outcomes for the people we serve.

Detailed Job Description And Main Responsibilities

MAIN DUTIES AND RESPONSIBILITIES

• Secretarial

1. To prepare and distribute documents for approval as directed, ensuring that all policies and procedures are adhered to.
2. To keep timetables and diaries for medical and other members of the team as required.
3. To carry out a range of administrative tasks (incoming and outgoing post, faxes, photocopying, taking messages etc) and to be able to provide cover for other administrative team members as and when required.

• Administrative

1. To deal with telephone calls, correspondence and direct contacts with clients and internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant senior members of staff.
2. To attend the team meetings as required and to be an active participant in the monthly administrative team meeting.
3. To act as secretary at meetings, taking and distributing minutes as appropriate, and to act as chair of the administrative team meeting on a rota basis with colleagues.
4. To ensure that administrative systems within the team are operationally effective, advising the Office Administrator of any issues or concerns.
5. To report all requests for repairs through the Office Manager.
6. To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.
7. Handling and processing the cash float according to the organisation’s procedures.

• Data Administration

1. To input and retrieve service user details and statistical data into the relevant Trust and local authority service user information systems.
2. To work with administrative colleagues to set up and maintain effective filing systems for the team and to record the movement of any paper-based service user or team records according to Trust and local authority policy and procedures.
3. To assist the team to carry out any audits of team records and ensure that records are archived as and when appropriate.
4. To ensure that the confidentiality of service user related information is maintained through careful and secure systems of work, and with an awareness of the Data Protection Act.

• Communication

1. Team staff – to liaise effectively and maintain positive working relationships with administrative and clinical staff within the team and respond promptly to ad hoc enquiries and requests from team members.
2. Service users, carers and relatives – to provide non-clinical advice and information, acting as a Patient Advice and Liaison Officer.
3. Visitors/Public – to provide non-clinical advice and information.
4. Health and Social Services staff – to receive and provide information relating to patients, closed cases and new referrals.
5. General Practitioners and other referrers – to receive and provide information relating to patients and the service.
6. Outside agencies – social services, voluntary organisations – to receive and provide information relating to patients and the service.

Other Duties

• Management of Resources

1. To supervise the work of temporary and permanent administrative staff as and when appropriate.

• Training

1. To participate in local induction of new employees to the team.
2. To participate in the Trust’s supervision and appraisal programme.
3. To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development.

Person specification

EDUCATION And QUALIFICATIONS

Essential criteria

• Good command of written and spoken English
• English, GCSE or ‘O’ levels or other equivalent qualification
• RSA II or equivalent secretarial qualification

Previous Experience

Essential criteria

• Significant secretarial/administrative experience.
• Experience of providing receptionist duties and dealing with members of the public both face to face and on the phone.
• Experience of dealing with members of the public both face to face and on the phone.
• Experience of working with staff at senior level.
• Experience of working in health or health related environment.

Desirable criteria

• Experience of working in a health or related setting.
• Experience of working within multidisciplinary teams.

SKILLS And KNOWLEDGE

Essential criteria

• Ability to use Microsoft Office and IT knowledge including use of databases and spreadsheets.
• Must be numerate and able to provide statistical data clearly and accurately.
• Fast and accurate typing (minimum 50WPM).
• Demonstrate effective organisational ability over a wide range of tasks, e.g. filing, record keeping, data management, and ad hoc requests.
• Ability to work in a flexible and organised manner, to prioritise and work to deadlines.
• Ability to communicate effectively, both verbally and in writing.
• Confidence to work on own initiative and to consult as needed.
• Ability to work positively in a team.
• Ability to work under pressure.
• An appreciation and respect for the needs of people with mental health problems and their families and an ability to deal with aggressive or distressed clients.
• Ability to maintain confidentiality appropriately and understand the issues involved.
• Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach, which considers the needs of the whole person.
• Able to build constructive relationships with warmth and empathy, using good communication skills.

Desirable criteria

• Knowledge of Client Administration Systems such as System 1.

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