Job summary
We are looking for an enthusiastic, motivated and dedicated part-time administrator who will enjoy challenges in doing a variety of tasks to join the Maternal Trauma and Loss Care Service base at St Charles Hospital. The post holder will be responsible to provide a full range of administrative support to the team. They will support the Operational Manager and the consultant psychiatrist to ensure that the service runs effectively and efficiently and that referrers, partners, service users and their families/carers experience a responsive and friendly service.
The post will be pivotal in providing administrative support to the team in the establishment of the ethos of the team and to the integration of Perinatal Mental Health and Maternity Services through the development and maintenance of good working relationships and collaborative partnerships with the inpatient and community maternity services.
The post holder will be required to work with minimum supervision and take the initiative in prioritising their workload to ensure service objectives and deadlines are met.
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working in our healthcare settings.
Main duties of the job
Maternal Trauma and Loss Care Team Administrator will provide administrative support to the local service. They will work 37.5 hours within service level standards to deliver an efficient and effective service; dealing with telephone and personal inquiries from patients, carers and members of the public, GPs and other healthcare professionals and statutory and non-statutory organisations.
The Team Administrator will provide non-clinical information and advice to patients and relatives within the boundaries of the role. They will alsobetaking accurate messages, timely responding appropriately and passing information on in the appropriate manner as well as escalating issues to clinical staff appropriately.
The post holder will provide administrative support to the team to assist in data collection, audits, research and service development. They will also provide the commissioners with regular evaluations of service activity and efficacy. Although the role and responsibilities have been outlined within this job description, it is important that the new post-holder is flexible, innovative and has a positive attitude to change as the service continues to develop.
About us
Central and North West London NHS Foundation Trust (CNWL) delivers community perinatal mental health services in 5 boroughs; Brent, Harrow, Hillingdon, Kensington & Chelsea and Westminster. Our teams provide mental health support and services for women/birthing people and their families during pregnancy.
The best candidate will be an administrator with significant previous administrative experience, and excellent interpersonal, organisational as well as IT database applications skills (such MS Office app MS Excel etc). Also, having the ability to multi-task and work proactively and independently as part of a team is essential. Previous NHS experience is desirable. The role will be critical in ensuring the smooth running of the team providing a high standard of support to a very busy multiple Disciplinary Team
Job description
Job responsibilities
Administration DutiesTo provide a welcoming and efficient reception service to all visitorsTo deal with incoming telephone calls, and outgoing correspondence as appropriate, using judgment and discretion to ensure that items needing urgent attention are brought to the attention of relevant staffTo take clear and precise messages dealing with all queries as appropriate in a professional mannerTo type correspondence as agreed by Operational Manager.To photocopy and distribute information as requested by members of the team To prioritise own workload to ensure that deadlines are met
To organise and co-ordinate meetings including referral meetings and team meetings, appointments, training events and seminars on behalf of the team To prepare and distribute documents by copy or audio typing using Microsoft Office software (letters, memos, assessments and reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
To Book medical reviews, Pre-Birth Plan meetings and other appointments with health professionals as necessary.
To organise requests for medical and other investigations/testing (blood tests, X-rays, etc) and ensure that results are available when required.
To ensure that all necessary documents are available on time for the clinical team to carry out their work effectively including the conveyance of documents from different sites. To attend meetings, take and distribute minutes and initiate agreed follow-up action as directed by the Operational manager and Senior AdministratorTo support the production of information for professional visitsTo prepare physical space and refreshments for visitorsTo issue and maintain patient care files in line with CNWL Trust Care Records and care File Policies and carry out spot checks to ensure complianceTo scan all patient correspondence and all other patient-related information in a timely mannerTo liaise with other Hospitals and Departments to obtain previous medical records when appropriate To support an annual audit of all care files, identify files that should be archived in line with CNWL Trust policy and ensure they are sorted, indexed and sent to central off-site storage To provide cover for other secretarial staff during absence as and when necessary.To ensure that patient referral and contact data is collected from clinicians regularly. To be responsible for the day-to-day management of the office and the development, implementation and maintenance of office practices and procedures.To enter patient information details into the clinical system ensuring Trust and service deadlines are metTo support the Service manager using a clinical reporting system to produce data in relation to monitoring Mental Health Services Data Set (MHSDS), other key performance indicators, contractual requirements, supervision and data for team meetingsTo manage shared folders to ensure all staff can easily access key documents and filesTo develop PowerPoint presentations for meetings, seminars and training events (internal and external)To competently use Supplies and NHS logistics online ordering systems as and when requiredTo communicate with patients non-clinical advice and sensitive information Visitors/Public Nonclinical advice and information medical staff, clinical staff in the team receives and provides information relating to clients General Practitioners receive and provides information relating to the clients outside agencies social services, voluntary organisations receives and provides information relating to the service
To maintain up-to-date records on the patient system with regard to the clients referral and discharge process.
To be able to respond to the development and maintenance of the relevant database systems for the recording and collating of the service activity to provide locally relevant information and regular reports to the Service Manager and other stakeholders within the specified time frame.
In order to streamline recruitment within the Trust, we reserve the right to close vacancies prior to the advertised closing date once we have received a sufficient number of applications.
Job description
Job responsibilities
Administration DutiesTo provide a welcoming and efficient reception service to all visitorsTo deal with incoming telephone calls, and outgoing correspondence as appropriate, using judgment and discretion to ensure that items needing urgent attention are brought to the attention of relevant staffTo take clear and precise messages dealing with all queries as appropriate in a professional mannerTo type correspondence as agreed by Operational Manager.To photocopy and distribute information as requested by members of the team To prioritise own workload to ensure that deadlines are met
To organise and co-ordinate meetings including referral meetings and team meetings, appointments, training events and seminars on behalf of the team To prepare and distribute documents by copy or audio typing using Microsoft Office software (letters, memos, assessments and reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
To Book medical reviews, Pre-Birth Plan meetings and other appointments with health professionals as necessary.
To organise requests for medical and other investigations/testing (blood tests, X-rays, etc) and ensure that results are available when required.
To ensure that all necessary documents are available on time for the clinical team to carry out their work effectively including the conveyance of documents from different sites. To attend meetings, take and distribute minutes and initiate agreed follow-up action as directed by the Operational manager and Senior AdministratorTo support the production of information for professional visitsTo prepare physical space and refreshments for visitorsTo issue and maintain patient care files in line with CNWL Trust Care Records and care File Policies and carry out spot checks to ensure complianceTo scan all patient correspondence and all other patient-related information in a timely mannerTo liaise with other Hospitals and Departments to obtain previous medical records when appropriate To support an annual audit of all care files, identify files that should be archived in line with CNWL Trust policy and ensure they are sorted, indexed and sent to central off-site storage To provide cover for other secretarial staff during absence as and when necessary.To ensure that patient referral and contact data is collected from clinicians regularly. To be responsible for the day-to-day management of the office and the development, implementation and maintenance of office practices and procedures.To enter patient information details into the clinical system ensuring Trust and service deadlines are metTo support the Service manager using a clinical reporting system to produce data in relation to monitoring Mental Health Services Data Set (MHSDS), other key performance indicators, contractual requirements, supervision and data for team meetingsTo manage shared folders to ensure all staff can easily access key documents and filesTo develop PowerPoint presentations for meetings, seminars and training events (internal and external)To competently use Supplies and NHS logistics online ordering systems as and when requiredTo communicate with patients non-clinical advice and sensitive information Visitors/Public Nonclinical advice and information medical staff, clinical staff in the team receives and provides information relating to clients General Practitioners receive and provides information relating to the clients outside agencies social services, voluntary organisations receives and provides information relating to the service
To maintain up-to-date records on the patient system with regard to the clients referral and discharge process.
To be able to respond to the development and maintenance of the relevant database systems for the recording and collating of the service activity to provide locally relevant information and regular reports to the Service Manager and other stakeholders within the specified time frame.
In order to streamline recruitment within the Trust, we reserve the right to close vacancies prior to the advertised closing date once we have received a sufficient number of applications.
Person Specification
Education and Qualifications
Essential
- Educated to Diploma level or NVQ Level 3
- GCSE Maths & English (Grade C or above) or Equivalent
- Medical Secretary course
- RSA
Desirable
- European Computer Driving License (EDL) or equivalent Medical secretary course RAS
Experience
Essential
- Demonstrable previous administrative experience
- Experience of working as part of a team
- Experience of working in NHS/SS or similar environment with day to day contact with both professionals and members of the general public for a significant period
Desirable
- Experience of working in a mental health setting
- Experience of processing patient/client referrals
Skills and Knowledge
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Outlook Diary with ability to create and manage Excel spreadsheets
- Excellent verbal and written communication skills.
- Good organisational skills and ability to work on own initiative
- Able to take and summarise minutes
- Diary with ability to create and manage Excel spreadsheets
- Actively engages in supervision and professional development opportunities Excellent verbal and written communication skills
- Fast and accurate audio and copy typing skills
- Customer service and liaison skills
Desirable
- Ability to develop and implement systems and processes to increase service efficiency
- Awareness and knowledge of Health and Safety regulations
- Knowledge of medical terminology
Attitude, Aptitude and Personal
Essential
- Able to work on own initiative and as part of a team
- Willingness and ability to learn new skills and adapt to change
- Actively engages in supervision and professional develop opportunities
Other
Essential
- Understands and can apply confidentiality and information sharing policy and procedure
- The post holder must have the ability to understand, implement and promote the Equal
Person Specification
Education and Qualifications
Essential
- Educated to Diploma level or NVQ Level 3
- GCSE Maths & English (Grade C or above) or Equivalent
- Medical Secretary course
- RSA
Desirable
- European Computer Driving License (EDL) or equivalent Medical secretary course RAS
Experience
Essential
- Demonstrable previous administrative experience
- Experience of working as part of a team
- Experience of working in NHS/SS or similar environment with day to day contact with both professionals and members of the general public for a significant period
Desirable
- Experience of working in a mental health setting
- Experience of processing patient/client referrals
Skills and Knowledge
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Outlook Diary with ability to create and manage Excel spreadsheets
- Excellent verbal and written communication skills.
- Good organisational skills and ability to work on own initiative
- Able to take and summarise minutes
- Diary with ability to create and manage Excel spreadsheets
- Actively engages in supervision and professional development opportunities Excellent verbal and written communication skills
- Fast and accurate audio and copy typing skills
- Customer service and liaison skills
Desirable
- Ability to develop and implement systems and processes to increase service efficiency
- Awareness and knowledge of Health and Safety regulations
- Knowledge of medical terminology
Attitude, Aptitude and Personal
Essential
- Able to work on own initiative and as part of a team
- Willingness and ability to learn new skills and adapt to change
- Actively engages in supervision and professional develop opportunities
Other
Essential
- Understands and can apply confidentiality and information sharing policy and procedure
- The post holder must have the ability to understand, implement and promote the Equal
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).
Employer details
Employer name
Central and North West London NHS Foundation Trust
Address
St Charles Hospital, Lower Ground Floor Via Grenfell Health & Wellbeing Centre
Exmoor Street
London
W10 6DZ
Employer's website
https://www.cnwl.nhs.uk/work (Opens in a new tab)
