Job summary
This role is an exciting part of the launch of our Crisis Prevention Houses as therapeutic, recovery-focused, and person-centered environments that support people who are experiencing mental health challenges. We aim to reconnect symptoms to the context of people's lives. There is a strong link between childhood trauma and adult mental distress and experiences of marginalisation, poverty racism and violence are correlated with poor mental health.
People who stay in the Crisis Prevention House can live in a safe environment and engage in a wide range of activities which include building life skills, learning about mental health, wellbeing support, therapy, and creative activities. We are here to help guests get back on their feet and move forward in their lives with confidence.
Guests will have access to a named clinician who will work collaboratively alongside their allocated peer worker to achieve their goals. This may include medical, OT and psychological input. There is also access to pharmacy advice via the Home Treatment Teams. The whole team approach aims to aid guests in their recovery journey. The relationship between guests and the team is consensual, with the guests' thoughts, feelings and wellbeing at the centre of the work we do.
Main duties of the job
Job summary
- To provide a high quality administrative, clerical and reception service for guests and their carers who access the Trust services.
- The post holder will encompass regular telephone liaison with external agencies.
- You will be required to use your initiative in all aspects of secretarial and clerical work to efficiently prioritise work and meet deadlines, as the service requires.
- Your duties will encompass regular liaison regarding the keeping of the appointments' diary typing of letters and reports, taking and transcribing minutes at meetings as necessary, telephone liaison as necessary with external agencies and making appointments at the request of the service. You will assist in the maintenance of records, filing, faxing and photocopying and any duties essential to the comprehensive secretarial support service you will provide.
- The post holder will be an active member and contribute to the effective operation of a multi-disciplinary team.
- Your dealings with matters relating to guests and staff is of a highly confidential nature and should not be divulged to another or discussed with other colleagues other than as necessary within the context of your role.
About us
Barnet, Enfield and Haringey Mental Health NHS Trust provides local, regional and national award-winning healthcare services. We have more than 3.300 staff working out of 20 main sites serving a population of 1.2 million people.We provide community health services and mental health services for young people, adults and older people. Our North London Forensic Service treats and cares for people in the criminal justice system who have mental health conditions. We also provide one of the largest eating disorders services in England, as well as drug and alcohol services.
We are an organisation that is passionate about equality, diversity and inclusion; one that prides itself in developing the leadership capabilities of its employees, looking after their health and wellbeing, creating safe spaces for staff to speak up and providing opportunities to mentor and be mentored.Our employees are the reason for delivering Good CQC ratings, excellent outcomes and outstanding patient experiences, so it is our aim to create a happy and healthy working environment where youcan thrive and succeed.
Job description
Job responsibilities
Duties and Responsibilities
- To operate a desktop PC, arranging appointments, drafting and typing of letters, typing of assessments, and any general correspondence as requested by the team.
- To receive information/referrals, both verbal and written from patients, GPs, carers and staff which require tact and sensitivity.
- To offer a courteous and efficient service to all telephone callers directing them to the correct contact quickly and pleasantly.
- To ensure all messages given verbally, written or by telephone are passed on to the correct discipline within an agreed timescale.
- Provide all visitors to the service with an efficient and courteous reception, ensuring the person they wish to see is informed of their arrival promptly; and that all visitors sign in and out.
- To have a good working knowledge of the Trusts patient medical records system RiO.
- Receive incoming post, faxes and emails, collating with previous correspondence before passing to the team.
- Photocopying and collating documents as required.
- Deal with correspondence on behalf of the team.
- Ensure good working relationships with all staff, the organisation and outside agencies.
- To take responsibility for keeping the offices tidy and ensure that specified office checks are carried out to ensure offices, meeting rooms, equipment, materials, and staff welfare facilities are in place along with the building being safe and secure.
- Reception duties on rotation with other services on site.
- Data collection, analysis and reporting.
- Admin support for Quality Improvement initiatives and project work.
- Petty cash handling and basic accounting.
- Events organization.
- Participate in the regular departmental meetings and contribute as appropriate to the overall service provided by the Administration Department.
- Adhere to the Data Protection Act and its requirements, in respect to confidentiality for both patients and staff and ensuring any computerised information system is maintained as requested.
- Deal with issues that arise appropriately, including enquiries or complaints from members of the public and patients. Where appropriate refer to another officer of the Trust, ensuring that no issue is inappropriately delayed in being actioned because of the absence of the management team.
- To plan and coordinate your workload to ensure all deadlines are met and objectives achieved.
- To maintain good standards of professionalism.
- To undertake on-going personal development through participation in appraisal and supervision, attend and participate in relevant training identified.
- Perform other administrative tasks as required to support the smooth running of the service, including printing material and sourcing resources for internal recovery-focused activities and undertake any other duties as may reasonably be required of you by the service.
Job description
Job responsibilities
Duties and Responsibilities
- To operate a desktop PC, arranging appointments, drafting and typing of letters, typing of assessments, and any general correspondence as requested by the team.
- To receive information/referrals, both verbal and written from patients, GPs, carers and staff which require tact and sensitivity.
- To offer a courteous and efficient service to all telephone callers directing them to the correct contact quickly and pleasantly.
- To ensure all messages given verbally, written or by telephone are passed on to the correct discipline within an agreed timescale.
- Provide all visitors to the service with an efficient and courteous reception, ensuring the person they wish to see is informed of their arrival promptly; and that all visitors sign in and out.
- To have a good working knowledge of the Trusts patient medical records system RiO.
- Receive incoming post, faxes and emails, collating with previous correspondence before passing to the team.
- Photocopying and collating documents as required.
- Deal with correspondence on behalf of the team.
- Ensure good working relationships with all staff, the organisation and outside agencies.
- To take responsibility for keeping the offices tidy and ensure that specified office checks are carried out to ensure offices, meeting rooms, equipment, materials, and staff welfare facilities are in place along with the building being safe and secure.
- Reception duties on rotation with other services on site.
- Data collection, analysis and reporting.
- Admin support for Quality Improvement initiatives and project work.
- Petty cash handling and basic accounting.
- Events organization.
- Participate in the regular departmental meetings and contribute as appropriate to the overall service provided by the Administration Department.
- Adhere to the Data Protection Act and its requirements, in respect to confidentiality for both patients and staff and ensuring any computerised information system is maintained as requested.
- Deal with issues that arise appropriately, including enquiries or complaints from members of the public and patients. Where appropriate refer to another officer of the Trust, ensuring that no issue is inappropriately delayed in being actioned because of the absence of the management team.
- To plan and coordinate your workload to ensure all deadlines are met and objectives achieved.
- To maintain good standards of professionalism.
- To undertake on-going personal development through participation in appraisal and supervision, attend and participate in relevant training identified.
- Perform other administrative tasks as required to support the smooth running of the service, including printing material and sourcing resources for internal recovery-focused activities and undertake any other duties as may reasonably be required of you by the service.
Person Specification
Qualifications
Essential
- NVQ 3 or equivalent / relevant practical experience
- GCSE English Language - grade C or above
Desirable
- Relevant admin qualifications
Experience and Knowledge
Essential
- Understanding of administrative procedures and software programmes
- Ability to manage workload independently
- Familiar with principles and application of Data Protection Act
Desirable
- One year experience working in NHS admin role
- Experience working in a patient-facing environment
Skills and Abilities
Essential
- Good IT skills, including working knowledge of Microsoft Office package
- Good knowledge and proficiency of Trust systems including RiO/Procurement
- Excellent verbal and written communication
- Willingness to work as part of a multi-disciplinary team
Desirable
- Involvement in a QI project
- Experience in implementing new services and procedures
Personal Qualities
Essential
- Motivated and enthusiastic
- Adaptable to change
- Committed to equal opportunities and able to work using a non-judgmental manner
- Awareness of the needs and rights of people with mental health problems and their carers
- Ability to demonstrate a strong initiative and proactive approach
Other
Essential
- Ability to work flexibly to meet the needs of the service
Desirable
- Willingness to travel between Trust sites when required
Person Specification
Qualifications
Essential
- NVQ 3 or equivalent / relevant practical experience
- GCSE English Language - grade C or above
Desirable
- Relevant admin qualifications
Experience and Knowledge
Essential
- Understanding of administrative procedures and software programmes
- Ability to manage workload independently
- Familiar with principles and application of Data Protection Act
Desirable
- One year experience working in NHS admin role
- Experience working in a patient-facing environment
Skills and Abilities
Essential
- Good IT skills, including working knowledge of Microsoft Office package
- Good knowledge and proficiency of Trust systems including RiO/Procurement
- Excellent verbal and written communication
- Willingness to work as part of a multi-disciplinary team
Desirable
- Involvement in a QI project
- Experience in implementing new services and procedures
Personal Qualities
Essential
- Motivated and enthusiastic
- Adaptable to change
- Committed to equal opportunities and able to work using a non-judgmental manner
- Awareness of the needs and rights of people with mental health problems and their carers
- Ability to demonstrate a strong initiative and proactive approach
Other
Essential
- Ability to work flexibly to meet the needs of the service
Desirable
- Willingness to travel between Trust sites when required
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).
