Job summary
The Merton Home Treatment Team are looking to recruit a committed, enthusiastic and motivated individual with good verbal and written communication skills, to join our mental health crisis service and support the wider MDT. We provide short term support and interventions to adults who are 18 and over and living in the borough of Merton, who are experiencing mental health crisis.
The team provides a mobile, home visiting service seven days a week, 365 days a year with immediate response, and works alongside a variety of stakeholders including (but not limited to) inpatient wards, community mental health teams and other specialist services, as well as other HTT's and Liaison services, dependant on the client's pathway and plan upon acceptance and after discharge.
Main duties of the job
To succeed within this role, you must be able to work well within a fast paced and busy environment, with an ability to successfully prioritise and adapt your administrative workload with frequent interruptions. You must have excellent communication and interpersonal skills and experience working with a variety of internal and external stakeholders.
This post will also require an expectation to work successfully independently when needed and coordinate captured information successfully to other members of the MDT where relevant, to ensure contribution to a smooth running of the service.
The ideal candidate must also have demonstrable skills in using MS Teams and other MS office packages, in particular a good knowledge of Word and Excel and excellent IT skills. Demonstrable Experience of using eProcurement and the new IT Support Hub, using clinical systems such as RiO and iAPTUS as well as delivery systems such as Docman and Hybrid Mail are advantageous, however not essential.
This is an excellent opportunity for an experienced administrator or someone with the applicable skills, knowledge and behaviours with a clinical background to join a friendly, experienced and varied multi-disciplinary team. This opportunity is also perfect for someone who thrives from independent working, seeking a faster paced administrative experience or simply wants to experience this role in a clinical setting if not gained already.
About us
We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
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 ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive.
Job description
Job responsibilities
Administrative
- 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 or extract routine data for the Trust and/or 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 and Pulse
- To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the shift coordinator.
- To facilitate effective communication within the team by providing team members with messages and information.
- To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone.
- To support the administration of multi-agency meetings, panels, Safeguarding Meetings and forums as required attending, including the preparation/distribution of agendas and associated papers, formal minute taking and following up actions and distributing these as appropriate.
- To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and Safeguarding Organise meetings including room bookings or video conferencing were possible as required
- Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
- To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
- To have the need for confidentiality of service users and professional information
- Photocopy/fax/scan/email as requested by other members of the team
- To implement Trust and team policies/procedures and propose changes to practices if necessary.
Secretarial
- To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to priority.
- Audio Typing using the Big Hand technology
- Accessing patient data/updating etc. using Rio
- Book outpatient appointments and consulting/meeting rooms.
- To ensure that computerised records of patient information are maintained and updated.
- To establish and maintain an effective filing system, including clinical files.
- To ensure that all post is opened, date stamped and distributed accordingly.
- To demonstrate initiative, diplomacy and tact when dealing with urgent referrals to the team (often at a point of crisis from other professionals)
- To be proficient and confident in the use of Microsoft packages including PowerPoint, Excel
General
- Plan annual leave in accordance with the needs of the service
- To undertake mandatory and statutory training as required by Trust policy
- To contribute and commit to undertaking an annual Development Review/appraisal
- To undertake personal development as identified in the Personal Development Plan (PDP)
- Undertake and achieve NVQ Business Administration Levels 3 or ECDL
- To provide cover for other administrative staff if they are absent from the office.
Job description
Job responsibilities
Administrative
- 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 or extract routine data for the Trust and/or 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 and Pulse
- To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the shift coordinator.
- To facilitate effective communication within the team by providing team members with messages and information.
- To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone.
- To support the administration of multi-agency meetings, panels, Safeguarding Meetings and forums as required attending, including the preparation/distribution of agendas and associated papers, formal minute taking and following up actions and distributing these as appropriate.
- To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and Safeguarding Organise meetings including room bookings or video conferencing were possible as required
- Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
- To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
- To have the need for confidentiality of service users and professional information
- Photocopy/fax/scan/email as requested by other members of the team
- To implement Trust and team policies/procedures and propose changes to practices if necessary.
Secretarial
- To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to priority.
- Audio Typing using the Big Hand technology
- Accessing patient data/updating etc. using Rio
- Book outpatient appointments and consulting/meeting rooms.
- To ensure that computerised records of patient information are maintained and updated.
- To establish and maintain an effective filing system, including clinical files.
- To ensure that all post is opened, date stamped and distributed accordingly.
- To demonstrate initiative, diplomacy and tact when dealing with urgent referrals to the team (often at a point of crisis from other professionals)
- To be proficient and confident in the use of Microsoft packages including PowerPoint, Excel
General
- Plan annual leave in accordance with the needs of the service
- To undertake mandatory and statutory training as required by Trust policy
- To contribute and commit to undertaking an annual Development Review/appraisal
- To undertake personal development as identified in the Personal Development Plan (PDP)
- Undertake and achieve NVQ Business Administration Levels 3 or ECDL
- To provide cover for other administrative staff if they are absent from the office.
Person Specification
TRAINING & QUALIFICATIONS
Essential
- oNVQ Business Administration level 3 or willingness to work towards achieving it
- oECDL or willingness to work towards achieving it
- oGCSE English or equivalent
- oEvidence of continuing professional and personal development
Desirable
- oEvidence of continuing education
EXPERIENCE
Essential
- oDemonstrable experience of administrative & secretarial work,
- oExperience of working within a multi-disciplinary team
- oFront line customer service experience
Desirable
- oExperience of working in NHS setting or similar large organisation
- oExperience of using computerised databases
- oExperience of community working
Person Specification
TRAINING & QUALIFICATIONS
Essential
- oNVQ Business Administration level 3 or willingness to work towards achieving it
- oECDL or willingness to work towards achieving it
- oGCSE English or equivalent
- oEvidence of continuing professional and personal development
Desirable
- oEvidence of continuing education
EXPERIENCE
Essential
- oDemonstrable experience of administrative & secretarial work,
- oExperience of working within a multi-disciplinary team
- oFront line customer service experience
Desirable
- oExperience of working in NHS setting or similar large organisation
- oExperience of using computerised databases
- oExperience of community working
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).
