Job summary
We are looking to recruit an experienced full time administrator to work within Oldham Early Intervention Team. We are a multi disciplinary team providing specialist mental health assessment and interventions to service users experiencing a first episode psychosis.
This role requires a highly organised person with the ability to prioritise their workload, work in a calm and effective manner and communicate well at all levels.
Main duties of the job
- To provide efficient and effective administration support to the Early Intervention Team.
- To undertake the administration of all referrals received into the team and provide administrative support to the senior practitioners.
- To ensure high standards are maintained at all times and that work is produced effectively and efficiently in accordance with the Trust's policies and procedures
About us
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our#PennineCarePeopleand do everything we can to make sure we're a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
If you come and work for us we will offer a range of benefits and opportunities, including:
- Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
- Flexible working opportunities to support your work/life balance
- Access to Continued Professional Development
- Involvement in improvement and research activities
- Health and Wellbeing activities and access to an excellent staff wellbeing service
- Access to staff discounts across retail, leisure and travel
Job description
Job responsibilities
- To undertake the comprehensive administration of all referrals received into the team.
- To ensure that all relevant referral information is recorded on PARIS and other relevant information systems and be responsible for the security of the information contained within these systems
- To collate all relevant available information to enable the effective triage of referrals received by the team.
- To take referrals and process from a range of multi-disciplinary professionals and agencies, service users and members of the public and provide practitioners with sufficient information in order to prioritise risk.
- To carry out general clerical duties including information gathering, dealing with internal and external post, filing, faxing and photocopying documents. Deal with incoming postal and electronic mail as well as telephone enquiries and give advice wherever possible, using own initiative.
- To manage the appointments system for the team in line with clinic times and the off duty rota.
- To order and maintain sufficient levels of stationery and supplies for the Access and Crisis Service.
- To deal with difficult telephone enquiries and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and professional manner.
- To attend meetings as requested by the Mental Health Practitioners and Service Manager and to take accurate minutes, process and distribute them as necessary.
- To continuously review administrative processes within the team with the Admin Manager and contribute to the ongoing development of the service
- To work with and support the Manager and Service Manager of the team.
- To work with and support the Admin manager of Crisis Services.
- To work with and support the team in their day to day work.
- To collect information and produce statistics as and when required by the team for audit and research purposes
- Organise and maintain an efficient and effective filing system.
- Control and maintenance of health care records (including archiving and culling) as per Records Management Policy.
- To undertake such other tasks that may be required from time to time by the professional staff within team.
Job description
Job responsibilities
- To undertake the comprehensive administration of all referrals received into the team.
- To ensure that all relevant referral information is recorded on PARIS and other relevant information systems and be responsible for the security of the information contained within these systems
- To collate all relevant available information to enable the effective triage of referrals received by the team.
- To take referrals and process from a range of multi-disciplinary professionals and agencies, service users and members of the public and provide practitioners with sufficient information in order to prioritise risk.
- To carry out general clerical duties including information gathering, dealing with internal and external post, filing, faxing and photocopying documents. Deal with incoming postal and electronic mail as well as telephone enquiries and give advice wherever possible, using own initiative.
- To manage the appointments system for the team in line with clinic times and the off duty rota.
- To order and maintain sufficient levels of stationery and supplies for the Access and Crisis Service.
- To deal with difficult telephone enquiries and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and professional manner.
- To attend meetings as requested by the Mental Health Practitioners and Service Manager and to take accurate minutes, process and distribute them as necessary.
- To continuously review administrative processes within the team with the Admin Manager and contribute to the ongoing development of the service
- To work with and support the Manager and Service Manager of the team.
- To work with and support the Admin manager of Crisis Services.
- To work with and support the team in their day to day work.
- To collect information and produce statistics as and when required by the team for audit and research purposes
- Organise and maintain an efficient and effective filing system.
- Control and maintenance of health care records (including archiving and culling) as per Records Management Policy.
- To undertake such other tasks that may be required from time to time by the professional staff within team.
Person Specification
Education / Qualifications
Essential
- RSA II /ECDL or equivalent
- Evidence of recent further development / training to NVQ 3 level.
Desirable
- Completion of PARIS Training
Experience
Essential
- NHS experience of managing telephone referrals
- Significant administrative experience in a similar environment
Knowledge
Essential
- Understanding of administrative processes
- Understanding of confidentiality and data protection policies and procedures.
Desirable
- Basic understanding of mental health illnesses
- Knowledge of mental health services.
Skills and Abilities
Essential
- Ability to utilise a range of IT programmes
- Ability to work flexibly and to prioritise workload
- Good verbal and written communication skills
- Ability to communicate with service users
- Ability to work as part of a team and individually
- Ability to competently use and modify a database
- Good organisational skills
- Ability to form productive working relationships with multi-disciplinary staff
Work Related Circumstances
Essential
- Must be flexible and willing to work across mental health services
- Able to pass Occupational Health Screening process
- Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
- Willing to carry out all duties and responsibilities of the post in accordance with the Trust's Equal Opportunities and Equality and Diversity policies
- Appointments to regulated and controlled activities require an enhanced DBS disclosure
Person Specification
Education / Qualifications
Essential
- RSA II /ECDL or equivalent
- Evidence of recent further development / training to NVQ 3 level.
Desirable
- Completion of PARIS Training
Experience
Essential
- NHS experience of managing telephone referrals
- Significant administrative experience in a similar environment
Knowledge
Essential
- Understanding of administrative processes
- Understanding of confidentiality and data protection policies and procedures.
Desirable
- Basic understanding of mental health illnesses
- Knowledge of mental health services.
Skills and Abilities
Essential
- Ability to utilise a range of IT programmes
- Ability to work flexibly and to prioritise workload
- Good verbal and written communication skills
- Ability to communicate with service users
- Ability to work as part of a team and individually
- Ability to competently use and modify a database
- Good organisational skills
- Ability to form productive working relationships with multi-disciplinary staff
Work Related Circumstances
Essential
- Must be flexible and willing to work across mental health services
- Able to pass Occupational Health Screening process
- Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
- Willing to carry out all duties and responsibilities of the post in accordance with the Trust's Equal Opportunities and Equality and Diversity policies
- Appointments to regulated and controlled activities require an enhanced DBS disclosure
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).
