Job summary
An exciting opportunity has arisen within the West London Forensic Service, FCAMHS for a full-time, Band 4, Team Administrator.
The post holder would be responsible for the planning, management and delivery of a comprehensive administrative and secretarial service for a consultant forensic psychiatrist and their clinical team within the service. They would also be responsible for a range of other administrative duties within the team.
The post holder must be able to work well with the team and on their own initiative with an ability to multitask in order to execute a full range of administrative and secretarial duties.
We are seeking to appoint a confident, organised, proactive and approachable person for this challenging role. The ideal candidate would have previous experience working as a medical secretary and a good working knowledge of RiO, the electronic patient record.
Main duties of the job
To provide administrative and secretarial support to one consultant forensic psychiatrist and the clinical team ensuring that psychiatric reports, general documents and correspondence are typed and sent to the appropriate agency. (This material is often of a disturbing / distressing nature.)
To liaise with the courts, solicitors, youth justice service regarding patients referred to the FCAMHS service.
To provide full administrative and secretarial support to the clinical team to process all referrals made to the service. This will include supporting the monthly referral meeting, maintenance of a database to capture details of all new referrals, maintaining the allocation list and providing full administrative and secretarial support to the referrals process.
To maintain the diary of the Consultant Forensic Psychiatrist(s) and the clinical team and arrange appointments, meetings as appropriate and to ensure that all commitments are organised to ensure effective time management.
To ensure that the Consultant Forensic Psychiatrist and the clinical team are prepared for any meetings, conferences in order to ensure effective participation.
To organise and maintain the Consultant Forensic Psychiatrist's and FCAMHS team office in good order and introduce systems to effect good practice.
Further duties available on downloadable candidate pack.
About us
West London NHS Trust is one of the most diverse providers of mental health, community and social care in the UK.
Our 3,982 staff care for people in hospital and in the community, helping them to recover and go on to lead full and productive lives. We aim to be the best organisation of our kind in the country.
We provide care and treatment for more than 800,000 people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow, delivering services in the community (at home, in GP surgeries and care homes), hospital, specialist clinics and forensic (secure) units.
We'rerated good overall by the Care Quality Commission (CQC).
Together, we're committed to promoting hope and wellbeing, working with patients, service users, carers, families and partners across the communities we serve.
We are keen to ensure that our workforce reflects the community it serves, particularly in terms of ethnicity, gender, disability, LGBTQ+ and experience of mental illness.
The West London Forensic Service provides a comprehensive multi-disciplinary assessment, treatment and rehabilitation service for mentally disordered offenders, as well as those with challenging behaviour and specialist rehabilitation needs for men and women.
Job description
Job responsibilities
Communication:
1. To have regular communication with senior managers, clinical staff, and outside agencies which includes exercising judgement on exchanging confidential, sensitive or distressing information on issues relating to the forensic service.
2. To deal with all incoming post and emails to ensure that all action, dates of meetings, and other relevant information is processed as appropriate. To use initiative to draft a response in the consultants absence.
3. To deal with incoming telephone calls, address general enquiries and to take messages as appropriate. This may include dealing with distressed/suicidal patients or relatives of patients who may become verbally aggressive / abusive. To exercise judgement on the most appropriate response.
4. To deal with enquiries from service users within professional boundaries.
Ward Support Programme: (Currently under Review)
As part of the Ward Support Programme, every medical secretary is affiliated to up to two wards within the West London Forensic Service. As part of this programme the post holder would be required:
1. To attend the wards Clinical Improvement Group in order to report back on any administrative issues.
2. To work with the ward administrator to ensure the ward is maintained in good order.
3. To work with the ward administrator in order to ensure that the ward(s) receives a comprehensive administrative and secretarial service.
Information Technology:
1. To continue to support the development and implementation of RIO (Patient Information system) of which full training will be given.
2. To collect and record data, electronically or manually, as required.
3. To use computer skills to summarise information using databases and to prepare reports using the word processing system.
Other Administrative Duties:
1. To be responsible for additional administrative duties to ensure effective and efficient service delivery by the Administration Department
1. To implement changes to working practices following approval from the management team and working with the administration team to develop best practice for the department.
Other Requirements:
1. To provide support to colleagues during sickness, annual leave and other absence as required.
2. To attend mandatory training courses as required.
3. Any other duties that may be delegated as appropriate to the nature and grading of the post.
Job description
Job responsibilities
Communication:
1. To have regular communication with senior managers, clinical staff, and outside agencies which includes exercising judgement on exchanging confidential, sensitive or distressing information on issues relating to the forensic service.
2. To deal with all incoming post and emails to ensure that all action, dates of meetings, and other relevant information is processed as appropriate. To use initiative to draft a response in the consultants absence.
3. To deal with incoming telephone calls, address general enquiries and to take messages as appropriate. This may include dealing with distressed/suicidal patients or relatives of patients who may become verbally aggressive / abusive. To exercise judgement on the most appropriate response.
4. To deal with enquiries from service users within professional boundaries.
Ward Support Programme: (Currently under Review)
As part of the Ward Support Programme, every medical secretary is affiliated to up to two wards within the West London Forensic Service. As part of this programme the post holder would be required:
1. To attend the wards Clinical Improvement Group in order to report back on any administrative issues.
2. To work with the ward administrator to ensure the ward is maintained in good order.
3. To work with the ward administrator in order to ensure that the ward(s) receives a comprehensive administrative and secretarial service.
Information Technology:
1. To continue to support the development and implementation of RIO (Patient Information system) of which full training will be given.
2. To collect and record data, electronically or manually, as required.
3. To use computer skills to summarise information using databases and to prepare reports using the word processing system.
Other Administrative Duties:
1. To be responsible for additional administrative duties to ensure effective and efficient service delivery by the Administration Department
1. To implement changes to working practices following approval from the management team and working with the administration team to develop best practice for the department.
Other Requirements:
1. To provide support to colleagues during sickness, annual leave and other absence as required.
2. To attend mandatory training courses as required.
3. Any other duties that may be delegated as appropriate to the nature and grading of the post.
Person Specification
Qualifications
Essential
- oEducated to GCSE level or higher (grade C or above).
- oRSA shorthand/typing NVQ in Administration level 2 or 3
Desirable
Experience
Essential
- oAt least 3 years' admin experience.
- oGood working experience on Excel.
- oGood working experience of diary management.
- oExperience of taking minutes, some at senior level.
- oGood experience of organising conferences and various meetings, some at senior level.
- oDemonstrated ability to sustain initiative and direction under difficult circumstances.
- oExperience of working within complex teams.
Desirable
- oPrevious experience within an NHS or local authority setting.
- oPrevious experience as a medical secretary
- oExperience of working in a mental health setting.
- oExperience on Powerpoint.
Knowledge
Essential
- oKnowledge of a range of detailed secretarial and administrative procedures - both routine and non-routine.
- oDemonstrated ability to work within and show understanding of equal opportunities.
- oGood working knowledge of databases.
Desirable
- oUnderstanding of Health & Safety issues.
- oUnderstanding of the Data Protection Act.
Skills
Essential
- oAdvanced keyboarding skills.
- oProficient in Microsoft Software.
- oExcellent Audio typing.
- oInternet and email
- oAbility to introduce and maintain efficient office systems - both routine and non-routine.
- oExcellent organisational skills.
- oExcellent communication skills - both written and verbal.
- oAbility to deal with complex and sensitive information.
- oAbility to work within a Multidisciplinary Team.
- oAbility to work autonomously using own initiative.
- oAbility to plan and prioritise workload.
- oAbility to multitask and deal with frequent interruptions and interventions when carrying out complex tasks (ie transcribing complicated reports)
Desirable
- oShorthand or Speedwriting
Other Requirements
Essential
- oEvidence of personal development within administration.
- oAbility to work in a secure environment.
- oAbility to sit and word-process for a substantial portion of working time.
- oAbility to exercise judgement when dealing with queries from patients, relatives and enquiries from external agencies.
- oAbility to deal with staff and clients in a courteous, professional and helpful manner.
- oAbility to exercise discretion and maintain confidentiality at all times.
- oAbility to work under pressure.
- oEnthusiastic and willing to learn.
Person Specification
Qualifications
Essential
- oEducated to GCSE level or higher (grade C or above).
- oRSA shorthand/typing NVQ in Administration level 2 or 3
Desirable
Experience
Essential
- oAt least 3 years' admin experience.
- oGood working experience on Excel.
- oGood working experience of diary management.
- oExperience of taking minutes, some at senior level.
- oGood experience of organising conferences and various meetings, some at senior level.
- oDemonstrated ability to sustain initiative and direction under difficult circumstances.
- oExperience of working within complex teams.
Desirable
- oPrevious experience within an NHS or local authority setting.
- oPrevious experience as a medical secretary
- oExperience of working in a mental health setting.
- oExperience on Powerpoint.
Knowledge
Essential
- oKnowledge of a range of detailed secretarial and administrative procedures - both routine and non-routine.
- oDemonstrated ability to work within and show understanding of equal opportunities.
- oGood working knowledge of databases.
Desirable
- oUnderstanding of Health & Safety issues.
- oUnderstanding of the Data Protection Act.
Skills
Essential
- oAdvanced keyboarding skills.
- oProficient in Microsoft Software.
- oExcellent Audio typing.
- oInternet and email
- oAbility to introduce and maintain efficient office systems - both routine and non-routine.
- oExcellent organisational skills.
- oExcellent communication skills - both written and verbal.
- oAbility to deal with complex and sensitive information.
- oAbility to work within a Multidisciplinary Team.
- oAbility to work autonomously using own initiative.
- oAbility to plan and prioritise workload.
- oAbility to multitask and deal with frequent interruptions and interventions when carrying out complex tasks (ie transcribing complicated reports)
Desirable
- oShorthand or Speedwriting
Other Requirements
Essential
- oEvidence of personal development within administration.
- oAbility to work in a secure environment.
- oAbility to sit and word-process for a substantial portion of working time.
- oAbility to exercise judgement when dealing with queries from patients, relatives and enquiries from external agencies.
- oAbility to deal with staff and clients in a courteous, professional and helpful manner.
- oAbility to exercise discretion and maintain confidentiality at all times.
- oAbility to work under pressure.
- oEnthusiastic and willing to learn.
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.
