Team Administrator (ICE)

Job description

Job responsibilities

My job makes better lives by ensuring the smooth running of the office of the Surrey Heath CMHTOP and Integrated Care Team (ICT) by providing comprehensive, efficient and high quality secretarial and administrative services to the multi-disciplinary team (MDT). This will involve prioritising and organising the day-to-day workload while maintaining confidentiality of information throughout the full range of duties involved. And representing the administrative staff to ensure the effective operation of the CMHTOP which would improve the experience of people needing to use our services and making clinical staff time more efficient. This role is based at the Surrey Heath ICT SPA.

Job OverviewJob Overview

- You will be working within the Surrey Heath CMHTOP and Integrated Care Team (ICT) which is part of our Trusts commitment to deliver excellent and responsive assessment, treatment and care for the Surrey Heath sector.

- Being the first point of contact for people contacting the service by telephone, you will also lead the provision of administrative duties to the multi-disciplinary team to ensure the smooth running of the service.

- The role will include proofing documents, audio typing, supporting MDT/Business meetings, minute taking, medical records administration, diary management, reception duties, taking calls and messages.

NHS Competency

Level

SABP Leadership Competency

Communication

Interpersonal Sensitivity

Personal and People Development

Courage

Health, Safety and Security

Teamworking

Service Improvement

Quality

Values

Equality and Diversity

Treat People Well

IT skills

Create Respectful Places

Statutory Requirements

Involve not Ignore

Open, Inclusive and Accountable

Qualifications requiredQualifications required

NVQ Level 3/RSA Level 3 or equivalent experience

Experience requiredExperience required

• Minimum two years experience working with PC/word processing
• At least two years experience working at administrative level (NHS experience would be advantageous but is not essential)

Suitable for someone who has a desire to use their administrative and organisational skills and lead others to do the same, in an environment where what you do really makes a difference to the lives of older people needing mental health service input and those who are working to support them.

Principal Duties

To be responsible for maintaining the confidentiality and security of client data in accordance with Trust policy.Principal Duties

To be responsible for maintaining the confidentiality and security of client data in accordance with Trust policy.

Knowledge of a full range of secretarial procedures and software programmes through RSA3/NVQ3 or equivalent experience.

To be able to use SystmOne, SABP electronic health records system, and accurately enter information including scanning and uploading correspondence as well as dealing with appointments and health care professionals diaries. Also able to check client data to ensure it synchronised correctly, check client appointments as well as uploading clinical information on to SystmOne as required.

Answer telephone enquiries/messages and transmit to team members according to priorities; maintaining a helpful and courteous manner at all times

Deal with the day-to-day demands on the service and aim to resolve problems with the Admin Lead and Team Managers and relevant clinical leads. Use own initiative to ensure that urgent matters are brought to the attention of the Advanced Practitioner/ICT Team Leader.

Provide mutual support to the team during times of workload pressure.

Be able to cover CMHTOP Admin at SPA in the ICT, when required.To provide reception support as and when required.

Ensuring referrals are processed promptly and efficiently.

Support team members in liaising with service users /relatives/carers/secretaries/GPs and other relevant agencies.

Photocopying and maintaining stocks of relevant forms and leaflets for team use.

Coordinate and book rooms for meetings and clients appointments

Exercising judgement with regards to patient enquiries assessing urgency and taking appropriate action, some of which will be complex.

Prioritise and organise own workload effectively and efficiently.

Be part of the Admin Team, attend meetings, and advise on all matters relating to administrative services.

Be able to present complex information in a range of formats, including verbally and through the use of information technology.

To produce performance reports as and when required.

Compose non-clinical routine and non-routine correspondence for the Team.

Ensure input of performance data on SystmOne in a timely manner.

To be able to take notes/minutes of clinical and administrative meetings as required by the team and to take forward actions arising from the notes/minutes.

Ability to work flexible hours to suit the demands of the service.

Perform team audits if and when required.

To adhere to the Trusts standards on confidentiality and in accordance with the Data Protection Act.

General

a) All staff will have a sound awareness of Safeguarding issues and be clear about their respective roles and responsibilities to report, respond to and share information in relation to Safeguarding Adults, Safeguarding Children, Domestic Abuse and Public Protection.

b) All staff will have an understanding of and adhere to the Data Protection Act and will not disclosure to any person or organisation, any confidential information that comes into their possession in the course of their employment.

c) To fully participate in the Trusts performance review and personal development planning process on an annual basis.

d) Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.

e) To achieve and demonstrate agreed standards of personal and professional development within agreed timescales.

d) To contribute positively to the effectiveness and efficiency of the teams in which he/she works.

e) To undertake any other duties at the request of the line manager which are commensurate with the role, including project work, internal job rotation and absence cover.

f) To contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies.

g) To contribute to the prevention and control of health care associated infection by adhering to Trust policies and guidelines.

h) Surrey & Borders Partnership NHS Foundation Trust is committed to valuing and promoting diversity in employment, service delivery practices and its general environment. An expectation of all leadership posts within the Trust is that each individual will take responsibility for promoting open, inclusive and accessible service provision, staff development and a culture that values and respects difference.

Employees must:

Cooperate with the Trust and its officers in implementing the requirements of the Health & Safety at Work etc Act 1974.

Take reasonable care of their own health, safety & welfare.

Refrain from doing anything which may constitute an unacceptable health & safety risk to themselves or others.

Report any defective equipment, unsafe situations or practices immediately to the responsible manager.

EFFORT

Physical

- Sits down for most of the day

- Uses computer all day for short intervals at a time

- Answers the telephone.

Mental

- Uses initiative to prioritise work and messages for staff team,

- Able to deal with challenging situations,

- Multi-tasks throughout the day.

Emotional

- Able to contain client distress when they phone or visit the CMHRS

- Able to recognise limitations and request assistance when needed

- Able to respond calmly and professionally to distressed clients.

WORKING CONDITIONS

The post holder will be based in the reception office and will work as a member of an integrated multi-disciplinary Community Mental Health Recovery Service.

The Community Mental Health Team for Older People is a dynamic service in a rapidly changing environment and whilst this Job Description represents the range of duties required by the Post Holder, it should not be seen as an inflexible statement. It may be subject to review and modification according to service needs.

Person Specification

Experience

Essential

• Minimum two years experience working with PC/word processing
• Good working knowledge of administrative and secretarial processes e.g. electronic filing systems and formatting documents/reports
• Experience handling confidential information

Desirable

• Understanding of medical terminology
• Experience of working with services users, relatives and carers.

Skills

Essential

• Excellent interpersonal skills and ability to communicate effectively with people internal and external to the organisation
• Strong customer care skills including experience dealing with people who may be upset and angry (both face-to-face and on the telephone)
• Ability to work in a team as well as work under own initiative
• Aptitude to think logically and objectively when resolving problems
• High quality organisational and administrative skills
• Capacity to follow complex procedures e.g. processing referrals and monitoring statistics
• Ability to work under pressure, prioritising workload and manage time effectively
• Proficient use of Microsoft Office (Word/Excel/PowerPoint) and Adobe as well as e-mail and internet systems
• Ability to enter and extract detailed information from databases
• Advanced keyboard skills and audio typing
• Ability to concentrate on complex tasks (including transcribing clinical tapes or typing complicated documents) in a busy and sometimes noisy office with frequent interruptions without the quality of work being affected.
• Able to deal with stress in a calm and appropriate manner
• Exposure to potentially distressing situations e.g. when speaking to patients who are upset/suicidal and typing letters of an emotional nature
• Ability to work in a team environment
• Almost continuous use of VDU equipment in a restricted position (in accordance with HSE guidelines)
• Occasional contact with patients who may be verbally or physically aggressive

Desirable

• Knowledge of SystmOne

Qualifications

Essential

• Five GCSEs Grade C or above including English Language
• RSA3/NVQ3 or equivalent

Desirable

• Understanding of medical terminology
• Experience of working with services users, relatives and carers.
• Shorthand/Speedwriting
• Knowledge of SystmOne

Certificate of Sponsorship

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).

Employer details

Employer name

Surrey and Borders Partnership NHS Foundation Trust

Address

Surrey Heath CMHTOP

Theta, Lyon Way

Frimley

Surrey

GU16 7ER

Employer's website

https://www.sabp.nhs.uk/working-for-us (Opens in a new tab)