Team Administrator

Hammersmith & Fulham, Ealing & Hounslow Mind

The closing date is 19 August 2022

Job summary

The Team Administrator will work as part of a dynamic team in delivering an effective service supporting managers and staff across the youth service to access appropriate high-quality business / service administrative support. In particular the post holder will provide high quality project, service, initiative and administrative support including information and analysis, reporting and analysis of information to support delivery, maintain and develop operational coordination and administrative processes. The post holder is a key member of the team whose overarching goal is to enable, promote and support the effective use of data, information, knowledge and technology to improve, inform and support a portfolio of projects, services, and initiatives. 

Main duties of the job

  • Improving Quality and Outcomes
  • ICT Duties
  • Managing Work Duties 
  • Team Duties
  • Partnership and Cross Boundary Working 
  • Research and Development 
  • Personal Responsibilities

About us

Hammersmith, Fulham, Ealing and Hounslow Mind are a specialist mental health provider and part of the Mind Federation. We provide support to empower anyone experiencing a mental health problem.

The lived experience of people with mental health problems is at the heart of everything we say and do.

We campaign to improve services and are committed to empowering local residents, promoting wellbeing and supporting recovery.

We work to transform understanding of mental health in the workplace, in schools and public services.

We do this by providing a range of services that are empowering, recovery focused and preventative.

This is an exciting opportunity to join and support a fast growing and dedicated team supporting the wellbeing of communities across West London.

We’re here to make sure that everyone suffering with a mental health problem gets the help they need to recover. We listen, support recovery, fight stigma and work with partners to take action. We provide services for adults, children and young people, signposting for everyone and training and consultancy for employers.

Date posted

25 July 2022

Pay scheme

Agenda for change

Band

Band 4

Salary

£24,000 a year

Contract

Fixed term

Duration

8 months

Working pattern

Full-time, Flexible working

Reference number

B0110-22-9708

Job locations

309 Lillie Road

Fulham

London

SW6 7LL


Job description

Job responsibilities

Improving quality and outcomes

  • Support the delivery of services and projects through timely and relevant information analysis and administrative support, in accordance with the agreed priorities of the Team.
  • Deliver against agreed objectives, achieving quality outcomes.
  • Propose changes to own area of responsibility, informing policy and making recommendations for more effective delivery.
  • Develop and implement project data collection systems that will provide accurate and timely data.
  • Communicate information and issues, including briefings and reports

ICT Duties

  • Monitor and administer the team patient / client record system (IAPTUS) to check that clients are moved along stages of care pathway, and all key sections have been populated accurately, referral information and data regarding children and young people is accurately processed.
  • Follow agreed processes for dealing with duty and service emails, prioritising both urgency and importance, taking responsibility for signposting or dealing with queries regarding issues arising
  • Photocopying and electronic filing accurately and securely
  • Populate systems and databases required for service delivery
  • Gather information from systems/records for statistical collation and audits and training courses Liaising with Patient Systems to add/amend /correct details in patient records

Managing Work Duties

  • Proof reading and formatting clinical letters assessments, reports, letters, and general internal and external communications. Paying close attention to detail, making corrections where necessary and highlighting queries. This involves full focused attention for prolonged periods of time.
  • Design, development and formatting of project leaflets, flyers, brochures, impact reports, commissioner reports and board reports
  • Carry out clinical diary management, appointment, and room bookings as necessary.
  • Planning and booking training, events, guest speakers and workshops training
  • Booking of rooms, venues as and when required
  • Taking Minutes at team meetings.
  • Produce letters, minutes or memorandum and ensuring accurate filing, recording and distribution.
  • Process incoming and outgoing mail, telephone or written messages, distributing appropriately and in a timely manner.
  • Work independently with allocated work and collaboratively with the wider team to share information where necessary.
  • Alert team managers and director of any incidents that require escalation.
  • Report and record any incidents arising
  • Support with business contingency plans.

Team Duties

  • Monitor and order stationery and leaflets, clinical and general supplies and place order request with line manager when necessary.
  • Attend and participate in team and other meetings, ensuring any actions arising are completed within the agreed timescale.
  • Provide cover and support as requested during times of absence at a level commensurate with this band; where necessary, provide assistance on site – answering and handling all telephone calls, welcoming visitors and contributing to the general administrative work.
  • Offer guidance and training during the induction of new staff.
  • Manage and maintain current office policies and procedures and be actively involved in their development.
  • Actively seek improvements to processes and systems and suggest to team lead.
  • Support team managers and Director of Youth Services with recruitment processes

Partnership and cross boundary working

  • Participate in relevant internal and external working groups/projects, services, and initiatives to provide, information and analytical advice to programme leads.
  • Work with members of the Leadership Team to develop and implement improved processes and systems.
  • Give updates at team meetings and at one to ones regarding progress and issues

Research and Development:

  • Undertake auditing of projects, services and initiatives.
  • Carry out web based and publications research.
  • Actively support and contribute to the development of key performance indicators for the successful assessment of performance

Personal Responsibility

  • Act as an Ambassador for the organisation when representing it externally
  • Ensure best practice for the care and support of clients that simultaneously supports their rights, self-determination, and dignity
  • Respect the equality and diversity of clients and ensure that approaches to promote equal and equitable access to services are consistently applied

Job description

Job responsibilities

Improving quality and outcomes

  • Support the delivery of services and projects through timely and relevant information analysis and administrative support, in accordance with the agreed priorities of the Team.
  • Deliver against agreed objectives, achieving quality outcomes.
  • Propose changes to own area of responsibility, informing policy and making recommendations for more effective delivery.
  • Develop and implement project data collection systems that will provide accurate and timely data.
  • Communicate information and issues, including briefings and reports

ICT Duties

  • Monitor and administer the team patient / client record system (IAPTUS) to check that clients are moved along stages of care pathway, and all key sections have been populated accurately, referral information and data regarding children and young people is accurately processed.
  • Follow agreed processes for dealing with duty and service emails, prioritising both urgency and importance, taking responsibility for signposting or dealing with queries regarding issues arising
  • Photocopying and electronic filing accurately and securely
  • Populate systems and databases required for service delivery
  • Gather information from systems/records for statistical collation and audits and training courses Liaising with Patient Systems to add/amend /correct details in patient records

Managing Work Duties

  • Proof reading and formatting clinical letters assessments, reports, letters, and general internal and external communications. Paying close attention to detail, making corrections where necessary and highlighting queries. This involves full focused attention for prolonged periods of time.
  • Design, development and formatting of project leaflets, flyers, brochures, impact reports, commissioner reports and board reports
  • Carry out clinical diary management, appointment, and room bookings as necessary.
  • Planning and booking training, events, guest speakers and workshops training
  • Booking of rooms, venues as and when required
  • Taking Minutes at team meetings.
  • Produce letters, minutes or memorandum and ensuring accurate filing, recording and distribution.
  • Process incoming and outgoing mail, telephone or written messages, distributing appropriately and in a timely manner.
  • Work independently with allocated work and collaboratively with the wider team to share information where necessary.
  • Alert team managers and director of any incidents that require escalation.
  • Report and record any incidents arising
  • Support with business contingency plans.

Team Duties

  • Monitor and order stationery and leaflets, clinical and general supplies and place order request with line manager when necessary.
  • Attend and participate in team and other meetings, ensuring any actions arising are completed within the agreed timescale.
  • Provide cover and support as requested during times of absence at a level commensurate with this band; where necessary, provide assistance on site – answering and handling all telephone calls, welcoming visitors and contributing to the general administrative work.
  • Offer guidance and training during the induction of new staff.
  • Manage and maintain current office policies and procedures and be actively involved in their development.
  • Actively seek improvements to processes and systems and suggest to team lead.
  • Support team managers and Director of Youth Services with recruitment processes

Partnership and cross boundary working

  • Participate in relevant internal and external working groups/projects, services, and initiatives to provide, information and analytical advice to programme leads.
  • Work with members of the Leadership Team to develop and implement improved processes and systems.
  • Give updates at team meetings and at one to ones regarding progress and issues

Research and Development:

  • Undertake auditing of projects, services and initiatives.
  • Carry out web based and publications research.
  • Actively support and contribute to the development of key performance indicators for the successful assessment of performance

Personal Responsibility

  • Act as an Ambassador for the organisation when representing it externally
  • Ensure best practice for the care and support of clients that simultaneously supports their rights, self-determination, and dignity
  • Respect the equality and diversity of clients and ensure that approaches to promote equal and equitable access to services are consistently applied

Person Specification

Skills and Abilities

Essential

  • Excellent communication skills both verbal and written
  • Able to manage own workload and work in the ever-changing context of a growing organisation
  • Ability to relate, interact and communicate effectively with a wide variety of people at all levels, maintaining professional boundaries
  • Competent to work in an organised and methodical manner
  • Ability to work under own initiative and as a member of a team
  • Confident telephone manner
  • Ability to plan, prioritize and multitask and an openness to learning
  • Computer literate and competent in Microsoft Office suite
  • Enthusiasm for and commitment to the work of HF Mind
  • Excellent time management skills with the ability to re-prioritise.

Personal Attributes

Essential

  • A positive approach and a proactive problem solver
  • Non-judgmental and tolerant
  • Resilient under pressure
  • Diplomatic

Experience

Essential

  • Knowledge of administrative procedures, project management or information analysis
  • Experience of successfully coordinating multiple tasks and ad hoc requests Knowledge of project principles.
  • Experience in an administrative / secretarial role
  • Experience of minuting meetings
  • Successful track record of leading the development and maintenance of administrative processes
  • Experience of interacting and liaising with a variety of people in a diverse environment
  • Successful track record of work with colleagues in order to achieve common goals
  • Experience of drafting letters and templates

Desirable

  • Experience of coordinating events
  • Awareness of and interest in mental health
  • Experience using online client record systems
  • Experience using CYP IAPTUS
  • Experience within the charity sector

Knowledge and Understanding

Essential

  • Awareness of Data Protection and confidentiality
  • Health & Safety awareness

Qualifications

Essential

  • Educated to Degree level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Person Specification

Skills and Abilities

Essential

  • Excellent communication skills both verbal and written
  • Able to manage own workload and work in the ever-changing context of a growing organisation
  • Ability to relate, interact and communicate effectively with a wide variety of people at all levels, maintaining professional boundaries
  • Competent to work in an organised and methodical manner
  • Ability to work under own initiative and as a member of a team
  • Confident telephone manner
  • Ability to plan, prioritize and multitask and an openness to learning
  • Computer literate and competent in Microsoft Office suite
  • Enthusiasm for and commitment to the work of HF Mind
  • Excellent time management skills with the ability to re-prioritise.

Personal Attributes

Essential

  • A positive approach and a proactive problem solver
  • Non-judgmental and tolerant
  • Resilient under pressure
  • Diplomatic

Experience

Essential

  • Knowledge of administrative procedures, project management or information analysis
  • Experience of successfully coordinating multiple tasks and ad hoc requests Knowledge of project principles.
  • Experience in an administrative / secretarial role
  • Experience of minuting meetings
  • Successful track record of leading the development and maintenance of administrative processes
  • Experience of interacting and liaising with a variety of people in a diverse environment
  • Successful track record of work with colleagues in order to achieve common goals
  • Experience of drafting letters and templates

Desirable

  • Experience of coordinating events
  • Awareness of and interest in mental health
  • Experience using online client record systems
  • Experience using CYP IAPTUS
  • Experience within the charity sector

Knowledge and Understanding

Essential

  • Awareness of Data Protection and confidentiality
  • Health & Safety awareness

Qualifications

Essential

  • Educated to Degree level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Additional information

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Hammersmith & Fulham, Ealing & Hounslow Mind

Address

309 Lillie Road

Fulham

London

SW6 7LL


Employer's website

https://www.hfmind.org.uk/ (Opens in a new tab)

Employer details

Employer name

Hammersmith & Fulham, Ealing & Hounslow Mind

Address

309 Lillie Road

Fulham

London

SW6 7LL


Employer's website

https://www.hfmind.org.uk/ (Opens in a new tab)

For questions about the job, contact:

Date posted

25 July 2022

Pay scheme

Agenda for change

Band

Band 4

Salary

£24,000 a year

Contract

Fixed term

Duration

8 months

Working pattern

Full-time, Flexible working

Reference number

B0110-22-9708

Job locations

309 Lillie Road

Fulham

London

SW6 7LL