B3 Administrator

Job description

Job responsibilities

KEY RESPONSIBILITIES:

Main duties and responsibilities

Provide secretarial and administrative support to the Business Support Officer (BSO) and professionals within the multi-disciplinary team.

Support The Operational Lead and other members of the management team as required.

Have a working knowledge of Easy Read.

Open, sort and distribute incoming post, prioritising and screening urgent correspondence ensuring it receives appropriate attention/direction.

Undertake general office duties as required including filing, photocopying, faxing, scanning etc.

Logging calls with the Trusts Service Desk for any building repairs, works etc.

Ensuring the correct procedures are adhered to and stock levels are maintained for the teams.

Prioritise and manage own workload to meet the needs and requirements of the service demands.

Working with the Autism Hubs to process/document referrals into the team.

Work within parameters of established procedures and to seek advice when necessary.

Provide cover for other administrative staff within the wider team as required.

Follow policies relevant to own role.

Meet and greet visitors as necessary.

Follow Standard Operating Procedures, good practice and established precedents.

To participate in mandatory training and personal development towards developing advanced knowledge and practice in the field of Autism and/or mental health.

Provide a full range of office tasks including filing, photocopying and faxing.

The daily use of Microsoft Office packages such as Outlook, Word, Excel and PowerPoint.Input or extract data, as required, into/from non-clinical data systems (such as ESR, E-rostering) and clinical data systems including RIO.

Use of manual and electronic bring forward system to prioritise own work load to support managers in preparing for advance meetings.

Provide IT support including fault finding prior to contacting IT.

Work within clear guidelines and processes but will have autonomy to plan and prioritise own workload and act independently. Use initiative in resolving conflicting diary appointments and schedules.

Demonstrate duties to new starters, trainees/less experienced employees.Completes surveys as required e.g. staff survey.

Identifies, minimises and reports risk of danger, harm and abuse to senior colleagues.At all times minimises risk to self by undertaking safe working practices whilst working under remote supervision.

To liaise with the senior clinicians and the team manager in order to communicate any concerns about the safety, effectiveness and efficiency of the service.

Communicate and relate with a range of employees of the Trust, visitors, service users, carers, students, members of the public and other agencies with a professional and sensitive approach using a variety of communication and customer service methods at all times maintaining professional boundaries.

Receive phone calls, recording messages accurately, liaising with other administrative and health professionals i.e. carers, service users and GPs ensuring that suitable action is taken.

Use email applications such as Microsoft Outlook and NHS Mail in order to send, receive and distribute email correspondence appropriately and in accordance with the Trusts Acceptable Use of Information and IT Policy and Guidance.

Maintain a high level of confidentiality at all times.

Demonstrate an understanding of the importance of effective team working within a multi-disciplinary team. Have the ability to adapt and use initiative as the need arises.Providing first point of contact for matters relating to patient queries and complaints. To document any complaints / queries and deal with appropriately. If further information is needed, liaise with managers.

Exposure to distressing or emotional circumstances would be rare.The post-holder will receive regular management supervision from their line manager and/or service lead in accordance with Trust policy.

Person Specification

Qualifications & Training

Essential

• Good general education with English and Maths to GCSE standard or equivalent.
• Willingness to undertake training relevant to the post.
• General office skills, literacy and numeracy skills.

Experience

Essential

• Experience of tactfully and efficiently dealing with a variety of internal and external professionals and clients/patients ensuring their needs are met.
• Good telephone manner and written communication skills.

Desirable

• Experience working in Autism Services.

Skills, Knowledge & Abilities

Essential

• IT skills, including keyboard skills and experience of Microsoft packages & databases.
• Required to take accurate messages of a clinical nature and pass to clinical team & colleagues as appropriate.
• Good organisational skills and able to work as part of a team.

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.

Employer details

Employer name

Midlands Partnership NHS Foundation Trust

Address

Louise House

Shrewsbury

SY3 9JN

Employer's website

https://www.mpft.nhs.uk (Opens in a new tab)