Job summary
1. JOB OVERVIEW
Note: Applicants should have full 5 year DBS clearance from the country of origin.
To provide high-quality reception, front of house, clerical and administrative service to patients, service users, carers and anyone who access the Trust services.
The post holder will be responsible for ensuring the provision of an efficient, focused administrative service, supporting the achievement of the service and to organise and plan the work of administrative and secretarial services across the range of administrative functions that underpin the patient pathway.
2. RELATIONSHIPS/COMMUNICATIONS
The post holder is expected to establish and maintain positive interpersonal relationships with other staff members characterised by trust, mutual respect, and open, honest communication.
Main duties of the job
1. MAIN DUTIES
To provide a high-quality reception, administrative, clerical and secretarial service
The post holder must be comfortable working with varied professional groups.
An aptitude for continuous improvement and innovation is encouraged.
The post holder will be responsible for ensuring the provision of an efficient, focused administrative service and to organise and plan the work of administrative and secretarial services across the range of administrative functions that underpin the patient pathway.
The post holder will work closely with the Admin Managers and support them to oversee the team.
To co-ordinate the administrative function and duties within the teams to deliver an efficient and effective service that supports, complies and aligns with the Trust values, policies and the provision of a high-quality service and care.
Responsible for ensuring compliance with Trust policies and local protocols such as Data Protection, Data Quality and Record Keeping, Health and Safety, Security and Fire Safety within the administration team.
The post holder will be an active team member who supports and contributes to the effective operation of a multi-disciplinary team.
The post Holder will require some knowledge of Project Management to support the management team.
Please review job description and person specification
About us
The partnership between Barnet, Enfield and Haringey Mental Health NHS Trust (BEH) and Camden and Islington NHS Foundation Trust (C&I) is going from strength to strength since it was originally established in 2021 forming the North London Mental Health Partnership.
Why choose to join the Partnership?
- We believe that by working together, our two Trusts can achieve more for the residents of North Central London and our patients than we can by working apart.
- Deliver the best care using the most up-to-date practise in supporting those with mental health illnesses.
- Transforming and creating a positive environment for our service users, staff and visitors.
- Creating and working together to become a great place to work for all our staff.
- We offer flexible working, a wide range of health and wellbeing initiatives, NHS Pension and so much more.
- Generous Annual Leave Allowance
- NHS Discounts in a large variety of retail stores and services.
- We have excellent internal staff network support groups.
Job description
Job responsibilities
- To supervise junior team members and undertake supervision and allocate work as appropriate.
- Participate in the regular departmental meetings and contribute as appropriate to the overall service provided by the administration department.
- To undertake on-going personal development through participation in appraisal and supervision, attend and undertake relevant training identified.
- To plan and coordinate your workload to ensure all deadlines are met and objectives achieved.
- Ensure good working relationships with all staff, the organisation and outside agencies.
- To 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 action because of the absence of the management.
- To act as a resource and support for other staff members.
- The postholder will proactively support and work with the team admin manager (s) to oversee the teams work and ensure work/tasks are shared, distributed and completed to standard and to deadline.
- The post holders duty will encompass regular liaison regarding the maintenance of the appointments diary, typing of letters and reports, taking and transcribing minutes at meetings as necessary, organise meetings as requested, including preparation of agendas, telephone liaison as necessary with external agencies and making appointments at the request of the service.
- The post holder will assist in the maintenance of records, filing and photocopying and any duties essential to the comprehensive administrative/ secretarial support service you will provide.
- To receive information/referrals, both verbally and in writing from patients, GPs, trusted referrers, carers, and staff which require tact and sensitivity.
- To ensure all messages given verbally, in writing or by telephone are passed on to the correct discipline within reasonable/an agreed timescale.
- To receive incoming post and emails, collating with previous correspondence before passing to the team.
- To deal with correspondence on behalf of the team.
- Photocopying and collating documents as required.
- To take minutes of meetings, e.g., clinical governance, business meeting etc.
- To process office stationery and procurement orders/invoices.
- To maintain accurate records for service users.
- To undertake any other duties as may reasonably be required of you by the service.
Job description
Job responsibilities
- To supervise junior team members and undertake supervision and allocate work as appropriate.
- Participate in the regular departmental meetings and contribute as appropriate to the overall service provided by the administration department.
- To undertake on-going personal development through participation in appraisal and supervision, attend and undertake relevant training identified.
- To plan and coordinate your workload to ensure all deadlines are met and objectives achieved.
- Ensure good working relationships with all staff, the organisation and outside agencies.
- To 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 action because of the absence of the management.
- To act as a resource and support for other staff members.
- The postholder will proactively support and work with the team admin manager (s) to oversee the teams work and ensure work/tasks are shared, distributed and completed to standard and to deadline.
- The post holders duty will encompass regular liaison regarding the maintenance of the appointments diary, typing of letters and reports, taking and transcribing minutes at meetings as necessary, organise meetings as requested, including preparation of agendas, telephone liaison as necessary with external agencies and making appointments at the request of the service.
- The post holder will assist in the maintenance of records, filing and photocopying and any duties essential to the comprehensive administrative/ secretarial support service you will provide.
- To receive information/referrals, both verbally and in writing from patients, GPs, trusted referrers, carers, and staff which require tact and sensitivity.
- To ensure all messages given verbally, in writing or by telephone are passed on to the correct discipline within reasonable/an agreed timescale.
- To receive incoming post and emails, collating with previous correspondence before passing to the team.
- To deal with correspondence on behalf of the team.
- Photocopying and collating documents as required.
- To take minutes of meetings, e.g., clinical governance, business meeting etc.
- To process office stationery and procurement orders/invoices.
- To maintain accurate records for service users.
- To undertake any other duties as may reasonably be required of you by the service.
Person Specification
Qualifications/ Registrations
Essential
- NVQ Level 4 in Business Administration, Customer Service or Leadership or equivalent relevant practical experience / knowledge
- Demonstrable commitment to continuous personal development
Desirable
Skills/ Abilities
Essential
- Good knowledge and proficiency of Microsoft packages to include Word, Excel, PowerPoint, Outlook.
- Keyboard skills to ensure accuracy, speed and optimum use of functions.
- Ability to plan, prioritise and organise a number of activities and continually reprioritise to meet tight, conflicting and often changing deadlines.
- Maintains confidentiality and observes Information Governance and Data Protection rules.
Desirable
- Good knowledge and proficiency of Trust systems to include RIO, and other digital systems
- Strategic thinking - ability to anticipate and resolve problems before they arise
Experience/ Knowledge
Essential
- Managing busy workload and conflicting priorities
- Full range of administrative procedures, software programs
- Understanding of trust values and vision
Desirable
- Supervision of at least one member of staff
Person Specification
Qualifications/ Registrations
Essential
- NVQ Level 4 in Business Administration, Customer Service or Leadership or equivalent relevant practical experience / knowledge
- Demonstrable commitment to continuous personal development
Desirable
Skills/ Abilities
Essential
- Good knowledge and proficiency of Microsoft packages to include Word, Excel, PowerPoint, Outlook.
- Keyboard skills to ensure accuracy, speed and optimum use of functions.
- Ability to plan, prioritise and organise a number of activities and continually reprioritise to meet tight, conflicting and often changing deadlines.
- Maintains confidentiality and observes Information Governance and Data Protection rules.
Desirable
- Good knowledge and proficiency of Trust systems to include RIO, and other digital systems
- Strategic thinking - ability to anticipate and resolve problems before they arise
Experience/ Knowledge
Essential
- Managing busy workload and conflicting priorities
- Full range of administrative procedures, software programs
- Understanding of trust values and vision
Desirable
- Supervision of at least one member of staff
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).
