Job summary
NHS Merton Talking Therapies is looking to recruit a Band 3 Team Administrator to join the service. Our administration teams are core to the service we offer, providing the support needed to enable the clinical staff to offer an excellent service to our patients.
We are looking for someone who has a warm and friendly demeanour, good communication skills and will work in line with our Trust Values. The successful candidate must be able to work within a faced paced team environment, whilst also being able to work on their own initiative to problem solve and prioritise daily workload.
Career Progression pathways and development opportunities:
We are committed to getting the very best out of our staff and support staff in their career aspirations. You will receive regular line management supervision and also have the opportunity to attend relevant Trust-wide training sessions which are organised on a regular basis.
Main duties of the job
The post is for secretarial/administrative support for NHS Merton Talking Therapies. This essential role provides crucial support to the teams in receiving and opening referrals, following up with GP's and third parties for additional information together with using computerised information systems, collating statistics and returns as required by the Trust and local authorities, word-processing, developing and maintaining filing systems, arranging outpatient clinics, managing telephone calls and liaising with patients, relatives/carers and other professionals.
You will need to have previous secretarial/administrative experience with excellent verbal and written communication skills and proven organisational and prioritization skills. The role requires you to work under your own initiative amongst a team of administrators working across other community teams. You will also be required to provide cross cover on reception and other teams when required. RIO experience would be advantageous.
Flexible working:
We are proud to offer agile and flexible working opportunities as part of our new ways of working, and we are happy to talk flexible working at the interview stage. In this role you will be able to work Monday to Friday in the time frames from 8am to 6pm, giving you the very best of good work life balance.
About us
We are Proud to Belong at Southwest London and St George's Mental Health NHS Trust and work with the South London Partnership Trusts. We have expert services, a rich history, and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety of benefits to enable a positive, welcoming environment in which our people and their careers can thrive. Come and join our inclusive teams and help our patients on their recovery journey.
Job description
Job responsibilities
- To ensure that all enquiries are dealt with in an appropriate and polite manner and that an appropriate response is initiated.
- Record attendance of patients and book follow up appointment if needed.
- Support in the follow up clinic documentation.
- Co-ordinate patient appointments as requested and including appointment invite, sending relevant literature, ensure appointment is managed in the diary and clinic room is booked.
- To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard for team members. To address and alert teams to errors and problems as they arise.
- To support team members in being able to access basic information held on My Dashboards
- To ensure that all service users patients and visitors are received in a courteous and efficient manner.
- To facilitate effective communication within the team by providing team members with messages and information.
Job description
Job responsibilities
- To ensure that all enquiries are dealt with in an appropriate and polite manner and that an appropriate response is initiated.
- Record attendance of patients and book follow up appointment if needed.
- Support in the follow up clinic documentation.
- Co-ordinate patient appointments as requested and including appointment invite, sending relevant literature, ensure appointment is managed in the diary and clinic room is booked.
- To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard for team members. To address and alert teams to errors and problems as they arise.
- To support team members in being able to access basic information held on My Dashboards
- To ensure that all service users patients and visitors are received in a courteous and efficient manner.
- To facilitate effective communication within the team by providing team members with messages and information.
Person Specification
Experience
Essential
- Experience of administrative & secretarial work,
- Experience of working within a multidisciplinary team
- Front line customer service experience
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of using computerised databases
- Experience of community working
Training & Qualifications
Essential
- NVQ Business Administration level 2 or willingness to work towards achieving it
- ECDL or willingness to work towards achieving it
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- Evidence of continuing education
Knowledge & Skills
Essential
- Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to calmly work under pressure
- Increased organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
Desirable
- Knowledge of computerised patient databases
- Knowledge of mental health issues
- Intermediate Microsoft Excel skills
- Audio typing skills
Person Specification
Experience
Essential
- Experience of administrative & secretarial work,
- Experience of working within a multidisciplinary team
- Front line customer service experience
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of using computerised databases
- Experience of community working
Training & Qualifications
Essential
- NVQ Business Administration level 2 or willingness to work towards achieving it
- ECDL or willingness to work towards achieving it
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- Evidence of continuing education
Knowledge & Skills
Essential
- Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to calmly work under pressure
- Increased organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
Desirable
- Knowledge of computerised patient databases
- Knowledge of mental health issues
- Intermediate Microsoft Excel skills
- Audio typing skills
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
