Administrator

South Tyneside and Sunderland NHS Foundation Trust

This job is now closed

Job summary

Do you want to join an innovative service delivering high quality interventions in the community to people with a range of mental health problems? If the answer is yes, and you meet the essential criteria, then please apply for this post. We are looking for an experienced, skilled, positive-minded, trustworthy, hardworking, and enthusiastic Administrator with a flexible approach to provide administrative support to the clinical team, ensuring a first class service is delivered to our service users.

Working hours of the post: 37.5 hours. Monday to Friday (08:30 17:00 1 hour lunch)

Working Base: The Hetton Centre, Welfare Road, Hetton-le-Hole, Houghton-le-Spring, DH5 9NE

Please note the post holder will be required to travel to other sites to cover shortfalls within the division should the need occur.

Main duties of the job

The service receives referrals from a range of sources including external agencies such as GPs, internal colleagues within the trust, and self-referrals from clients wishing to access the service. Key Tasks within role: To manage the scheduling of new/review patients in line with national standards highlighting any capacity issues to the Admin Lead, Clinical Team Manager as needed.

To manage the Clinician diary on a day to day basis, making changes to the profiling of slots as requested by clinicians.

To provide supervision to junior staff as and when needed.

To ensure that all mandatory information systems are updated within Iaptus.

To oversee cancellation and rescheduling of appointment requests.

To coordinate the admin inbox ensuring colleague and patient communications are responded to promptly.

Minute taking at internal and external meetings.

To process any incoming/outgoing mail

To be responsible for the management of petty cash.

To be responsible for the ordering of stationary.

To provide support to the wider Mental Health Admin Teams in times of shortfalls.

The post holder should be organised, empathetic, and adaptable to change.

The post holder may occasionally be exposed to upsetting and distressing calls, therefore an element of resilience is needed, however full training is provided internally.

About us

Please help us by adding your telephone number to your application form this will allow us to contact you quickly if required.

One Team One Trust - There are many reasons to work at our Trust. From our commitment to putting people first to our accessible services and award winning teams. We have a passion for research, innovation and tackling inequalities. We are committed to respect, fairness and civility and promote a compassionate, caring and positive culture / working environment.

We welcome all applications irrespective of peoples race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups. Looking after our workforces health and wellbeing is a priority for STSFT. We also provide access to high quality education, training, career progression and support. Flexible working is supported via the Trust's Flexible Working Policy.

The Trust employs around 8,300 people and provides a range of hospital services to a local community of around 430,000 residents. We also provide a range of more specialised services outside this area, in some cases to a population as great as 860,000. We offer our staff outstanding benefits - Fitness Centre (SRH), libraries at both hospital sites, chaplaincy support and access to a Childcare Co-ordinator to help staff with childcare arrangements.

Date posted

10 June 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9155-CMAC-0624-07

Job locations

Mental Health Support Team, The Hetton Centre,

Welfare Road,

Hetton-le-Hole,

Houghton-le-spring,

DH5 9NE

Job description

Job responsibilities

PLEASE REFER TO THE ATTACHED JOB DESCRIPTION FOR FURTHER DUTIES OF THE ROLE.

To be the first point of contact for service users and professionals contacting the Service to make a referral via the telephone, showing empathy and understanding. Completing the referral form over the telephone, where required, ensuring patient information is inputted into the Iaptus System in real time efficiently and effectively. To liaise with the Clinical Team as referrals are received to ensure they are triaged in a timely manner. To coordinate the scheduling processes on a day to day basis including overseeing any cancellation or rescheduling of appointments. Diary management To provide reception cover meeting and greeting service users into the department. Minute taking at internal and external meetings. Care Pathway management- ensuring patients are moved to the appropriate stage in within the care pathway as needed. To ensure that appropriate procedures and Trust Policies are adhered to at all times and that national standards and RTT performance targets are met. To comply with the Trusts vision, values and behavioural compact

Job description

Job responsibilities

PLEASE REFER TO THE ATTACHED JOB DESCRIPTION FOR FURTHER DUTIES OF THE ROLE.

Person Specification

Qualifications

Essential

GCSE Maths and English C or above, or equivalent
Educated to NVQ Level 3 in Business Admin or equivalent or relevant experience

Physical Skills

Essential

Able to move and handle safely without causing harm to themselves or others

Experience

Essential

Proven prior customer services experience.
Ability to prioritise tasks.
Ability to work as part of a team or on own initiative
Ability to communicate messages and instructions accurately to colleagues, both verbally and in writing.
Developed keyboard skills (through practice).
Previous minute taking experience

Physical Skills

Essential

Developed keyboard skills

Skills and Knowledge

Essential

Proven Interpersonal /communication skills.
Effective written communication skills
Data input skills
Effective organisational skills
Able to work without supervision
Microsoft Office Packages e.g. Word, Power Point, Excel, Access, Outlook
Basic skills of empathy and reassurance.
General understanding of confidentiality requirements in a health care setting.
Willing to undertake further training related to role

Desirable

Knowledge of Iaptus
Knowledge of Emis

Person Specification

Qualifications

Essential

GCSE Maths and English C or above, or equivalent
Educated to NVQ Level 3 in Business Admin or equivalent or relevant experience

Physical Skills

Essential

Able to move and handle safely without causing harm to themselves or others

Experience

Essential

Proven prior customer services experience.
Ability to prioritise tasks.
Ability to work as part of a team or on own initiative
Ability to communicate messages and instructions accurately to colleagues, both verbally and in writing.
Developed keyboard skills (through practice).
Previous minute taking experience

Physical Skills

Essential

Developed keyboard skills

Skills and Knowledge

Essential

Proven Interpersonal /communication skills.
Effective written communication skills
Data input skills
Effective organisational skills
Able to work without supervision
Microsoft Office Packages e.g. Word, Power Point, Excel, Access, Outlook
Basic skills of empathy and reassurance.
General understanding of confidentiality requirements in a health care setting.
Willing to undertake further training related to role

Desirable

Knowledge of Iaptus
Knowledge of Emis

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.