Job summary
We are looking for a talented Administrator to join our Maternity Mental Health team. You will be working within the Maternal Mental Health Team which is part of our Trust's commitment to deliver excellent and responsive assessment, treatment and care for women before conception, through pregnancy, postnatally and through future pregnancies who experience serious mental health difficulties due to loss or trauma.
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.
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 people experiencing a mental health crisis and those who are working to support them.
Main duties of the job
To ensure the smooth running of the office of the Maternal Mental Health Team by providing comprehensive, efficient and high quality secretarial and administrative services. This will involve prioritising and organising the day-to-day workload while maintaining confidentiality of information throughout the full range of duties involved.
Qualifications required
NVQ Level 3/RSA Level 3 or equivalent experience
Experience required
- Minimum four years' experience working with PC/word processing
- Proficient in using Microsoft packages e.g. Outlook, Teams, Word, Excel and Powerpoint
- At least two years' experience working at a senior administrative level (NHS experience would be advantageous but is not essential)
- Experience handling confidential information
- 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
- Ability to work autonomously and ensure clinical staff are paperwork compliant
Responsible to:
- MMHS Manager
- Divisional Lead Administrator
- Divisional Information Analyst.
About us
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We also provide social care services for people with a learning disability in Croydon and ASD and ADHD assessment services in Hampshire.
We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.
Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast.
Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.
For international travel, both Gatwick and Heathrow airports are nearby.
Please note that we reserve the right to close posts as soon as sufficient applications are received.
Working from home contracts do not attract high cost area payments.
We look forward to receiving your application!
Job description
Job responsibilities
As a Team Administrator of the Maternal Mental Health Team to ensure the effective operation of the Maternal Mental Health Service.
- Ability to use the full range of secretarial procedures and software programmes
- Ability to use SystmOne, the Trusts electronic health record system, and accurately enter information including scanning and uploading correspondence as well as dealing with appointments and health care professionals diaries
- Deal with the day-to-day demands on the service and aim to resolve problems with the Team Manager and relevant clinical leads. Use own initiative to ensure that urgent matters are brought to the attention of the Service Manager
- Work will involve entering information into computerised database, it could be paper-based information that needs logging into spreadsheets and databases which is going to be used for senior decision making regarding the Maternal Mental Health Service. Skills required are computer literacy, an ability to work to deadlines, an ability to work fast with attention to details.
- Provide mutual support to the team during times of workload pressure, to organise annual leave for administrative staff and to ensure adequate cover for the team as well as to organise cover during periods of sick leave
- Exercise 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
- Involvement in the recruitment process for the administrative posts within the team including ensuring the job description/person specification is appropriate and participate in the interview process
- Attend meetings and advise on all matters relating to administrative services
- Ability to present complex information in a range of formats, including verbally and through the use of information technology
- Produce performance reports as and when required
- Arrange temporary administrative staff in consultation with Service Manager, keeping accurate records ensuring payment is authorised to the correct agencies
- Compose correspondence for the Team
- Ensure that administrative staff enter performance data on SystmOne in a timely manner
- Ability 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
- Ability to enter and extract detailed information from databases and perform team audits as and when required
- Adhere to the Trusts standards on confidentiality and in accordance with the Data Protection Act.
Job description
Job responsibilities
As a Team Administrator of the Maternal Mental Health Team to ensure the effective operation of the Maternal Mental Health Service.
- Ability to use the full range of secretarial procedures and software programmes
- Ability to use SystmOne, the Trusts electronic health record system, and accurately enter information including scanning and uploading correspondence as well as dealing with appointments and health care professionals diaries
- Deal with the day-to-day demands on the service and aim to resolve problems with the Team Manager and relevant clinical leads. Use own initiative to ensure that urgent matters are brought to the attention of the Service Manager
- Work will involve entering information into computerised database, it could be paper-based information that needs logging into spreadsheets and databases which is going to be used for senior decision making regarding the Maternal Mental Health Service. Skills required are computer literacy, an ability to work to deadlines, an ability to work fast with attention to details.
- Provide mutual support to the team during times of workload pressure, to organise annual leave for administrative staff and to ensure adequate cover for the team as well as to organise cover during periods of sick leave
- Exercise 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
- Involvement in the recruitment process for the administrative posts within the team including ensuring the job description/person specification is appropriate and participate in the interview process
- Attend meetings and advise on all matters relating to administrative services
- Ability to present complex information in a range of formats, including verbally and through the use of information technology
- Produce performance reports as and when required
- Arrange temporary administrative staff in consultation with Service Manager, keeping accurate records ensuring payment is authorised to the correct agencies
- Compose correspondence for the Team
- Ensure that administrative staff enter performance data on SystmOne in a timely manner
- Ability 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
- Ability to enter and extract detailed information from databases and perform team audits as and when required
- Adhere to the Trusts standards on confidentiality and in accordance with the Data Protection Act.
Person Specification
Qualifications
Essential
- GCSE English and Maths pass or equivalent
- ECDL or equivalent
Desirable
- Working in the NHS either in a hospital/private practice/GP setting
- Provide general non-clinical advice
Skills & Knowledge
Essential
- o Logical reasoning i.e. providing/receiving routine/sensitive information requiring tact.
Desirable
- Judge/analyse situations to resolve patient problems
Person Specification
Qualifications
Essential
- GCSE English and Maths pass or equivalent
- ECDL or equivalent
Desirable
- Working in the NHS either in a hospital/private practice/GP setting
- Provide general non-clinical advice
Skills & Knowledge
Essential
- o Logical reasoning i.e. providing/receiving routine/sensitive information requiring tact.
Desirable
- Judge/analyse situations to resolve patient problems
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.
