Group Administrator (italk)

Job description

Job responsibilities

Job Summary

This post holder will:

Work within the Hampshire Improving Access to Psychological Therapies (IAPT) Service italk - which is run as a partnership between Solent Mind and Southern Health NHS Foundation Trust. The post holder will employed by and work specifically for Solent Mind.

To provide administrative support to enable the delivery of Step 2 groups.

To help with data entry as and when required.

Principal Duties & Responsibilities

Administrative

Input the MDS questionnaires (Minimum Data Set) from group sessions in to our patient database (iaptus) in a timely manner.

Provide administrative support for psychoeducational groups, including inputting data into patient records such as attendance and relevant non-clinical notes, sending correspondence to patients and their GP, and liaising with patients and practitioners regarding their attendance at groups.

Adhere to information governance guidelines to manage, store and treat patient records appropriately.

To understand the importance of confidentiality when dealing with sensitive patient information on a daily basis and to abide by and acknowledge the italk confidentiality procedures in place. Ensure that processes and guidelines are adhered to at all times to avoid errors.

The primary function of the role is group administration but the post holder may also be required on occasion to help with data entry in the TARC Team (Telephone And Referral Centre), as follows:

• To receive, input in to our patient database and flag when necessary all incoming patient referrals via fax, email, post and the italk website. Work must be accurate, therefore a high attention to detail is essential.
• To work within KPI guidelines to ensure that referrals are inputted on a priority basis and to ensure the daily intake of referrals are inputted into our patient database within 24 hours of receipt.
• To be aware of any risk issues to identify to the Senior Clinical Team after reviewing all incoming referrals and action as appropriate within italk-specific guidelines. To send Screening referral requests to the appropriate Clinical Team member and to monitor that these have been followed up and actioned. To use own initiative, skills and knowledge to identify risk and action appropriately.

Professional

Work in partnership with GPs to ensure appropriate referrals, raise its profile of the service and keep GPs informed about patient outcomes/progress.

Ensure that client confidentiality is protected at all times.

Be aware of, and keep up to date with advances in the support offered by Improving Access to Psychological Therapies services.

Attend supervision on a regular basis.

To uphold the aims and values of the organisation.

To contribute to the ongoing development of the service and to best practice.

Work within the organisations policies and procedures.

To maintain up to date knowledge of legislation, national and local policies and issues in relation to both Mental Health and Primary Care Services.

All employees have a duty and responsibility for their own health and safety and the health of safety of colleagues, patients and the general public.

All employees have a responsibility to prevent abuse and neglect and report concerns.

All employees have a responsibility and a legal obligation to ensure that information processed for both patients and staff is kept accurate, confidential, secure and in line with current Data Protection legislation and Security and Confidentiality Policies.

Undertake not to abuse their official position for personal gain, to seek advantage of further private business or other interests in the course of their official duties.

This list is non exhaustive and other duties may be required to be undertaken to meet the needs of the organisation.

Person Specification

Qualifications

Essential

• Educated to NVQ Level 2 or equivalent and/or practical experience within relevant working environment.

Experience

Essential

• High standard of written and verbal communication skills to communicate clearly and effectively with colleagues and service users
• Excellent time management and organisational skills.
• Intermediate computer skills including the use of Microsoft Office programs.
• Ability to work at speed with a computer based information system and to record all client activity on the system.
• Professional telephone manner.
• Ability to be resilient, work under pressure and manage own personal stress.
• Ability to work as an effective team member and form good working relationships.
• Ability to work on own initiative, seeking guidance and support where needed.
• Good administrative skills.
• Ability to be flexible.

Other

Essential

• Commitment Solent Minds value base underpinned by access, recovery and social inclusion.
• Commitment to Solent Minds Equal Opportunities and Diversity policies.
• Willingness to undergo a relevant DBS check if required.

Employer details

Employer name

Solent Mind

Address

15-16 The Avenue

Southampton

SO17 1XF

Employer's website

https://www.solentmind.org.uk/work-with-us/current-vacancies/ (Opens in a new tab)