Job summary
The MHST Administrator will provide administrative support to the MHST local service. They will work within service level standards to deliver an efficient and effective service; dealing with telephone, email and personal enquiries from patients, carers and members of the public, schools, GPs and other healthcare professionals and statutory and non-statutory organisations.
Main duties of the job
The MHST Administrator will provide non-clinical information and advice to patients and relatives within the boundaries of the role. Also, taking accurate messages, responding appropriately and passing information on in the appropriate manner; escalating issues to clinical staff appropriately.
The post holder will be required to work in a busy and demanding environment and should be able to work without direct supervision and to exercise initiative. The ability to multi-task is also essential. The post requires the ability to work on own initiative and to liaise effectively with a broad range of professions and to maintain client confidentiality. To work alongside and to cover, when appropriate, other administration staff across several locations in some instances.
This is a varied and challenging post, suited to an individual with excellent interpersonal skills, the ability to work collaboratively, strong organisational skills, ability to adapt and take on new learning and a 'systems approach' to problem-solving.
About us
Central and North West London NHS Foundation Trust is one of the largest specialist Mental Health Trusts in England, providing a wide range of mental health and substance misuse services for a population of 1.7 million people across eight London Boroughs. We are a University Teaching Trust with a consistent record of financial stability and an annual turnover of 180 million with a workforce of over 3000 staff.
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 on our healthcare settings.
To find out more about working in CAMHS, CLICK HERE for our video.
Job description
Job responsibilities
- Communication
- To work positively with colleagues to maintain effective relationships.
- To communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, or on the telephone.
- To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible.
- To deal sensitively with children, young people and their parents/carers who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member.
- To use a variety of verbal and non-verbal communication skills to ensure that the caller understands the relevant information given. This includes callers of a non-English speaking background (who may require an interpreter), those with a hearing impairment, with altered emotional states, with cognitive learning and / or a behavioural disability or communication deficits.
- To ensure that patients notes are treated confidentially and are correctly maintained following Caldicott guidelines and that documentation contained there is correct, of a high quality of standard and is maintained at all times.
- Information:
- To set up, administer and supervise the maintenance of statistical information using a spreadsheet, database or dedicated Trust Clinical/ Information or Business Intelligence Systems (e.g., MS Excel, SystmOne, Tableau)
- To assist the Team lead/Senior Clinicians/Business manager to ensure the required data and KPI submission are submitted with all required data and within the required time scale
- To work with staff to ensure data is correct and complete in line with service requirements
- To provide information reports as required by the Senior Management Team
- To undertake audits of the administrative systems, including data quality checks, clinical systems spot checks, office procedures, etc.
- Clinical Systems management
- To use various clinical Systems to input data accurately and in a timely manner
- To undertake relevant administration duties associated with processing incoming referrals and bookings management as required and when necessary.
- To act as a local Clinical Systems Super User and to train staff to use the clinical systems effectively
- To be an expert in the use of clinical systems, willing to share their knowledge with colleagues and attend regular networking events with other Super Users
- To alert professionals/line manager of possible emergency or urgent referrals and to keep staff up to date regarding changes of arrangements, messages, emails or other correspondence
- To ensure that data and recording requirements are fulfilled and that information is shared and disseminated in a professional and timely manner
- To co-ordinate the collection and update of patient information database systems, ensuring data quality is monitored and any concerns raised
- To be the local point of contact for troubleshooting issues reported by the team members and escalate/refer to as appropriate, ex. to Tech Support, Clinical Systems
- Administrative
- To provide a comprehensive administrative service, including processing all reports, correspondence and documentation including referrals and administrative letters, arranging appointments, booking rooms and related photocopying, printing, scanning, etc.
- To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively & speedily as possible
- To ensure all administrative systems are managed electronically where possible.
- To maintain office systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times
- To book interpreters and translators for client appointments & monitor confirmation of & action as appropriate
- To ensure there is an adequate supply of all office items, including stationery supplies, information leaflets, etc. available for colleagues & service users, to act as the local SBS requisitioner
- To undertake general office duties including: photocopying, printing, collating & binding of documents, laminating, faxing, etc. as required
- To provide administrative support for presentations including setting up of equipment, providing handouts and refreshments as appropriate. This may be on-site or at another venue.
- To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered
- To ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary and that the office is kept clean and tidy at all times.
- To organise and co-ordinate meetings, training events, promotional events and Away Days for the team as and when required
- To be responsible for setting up new suppliers on SBS, raising PO numbers and receipting invoices for the team as and when required
- If necessary, to take responsibility for handling petty cash as outlined in Trust Procedures.
- To have an understanding of health and safety regulations and assist in maintaining a safe environment for clients and visitors in accordance with Fire, health and safety procedures
- General
- Work in accordance with the appropriate CNWL policy and procedure at all times
- To have a full working knowledge of the IT systems and applications used.
- To attend meetings as required, take minutes and circulate afterwards.
- Manage inventory spreadsheet/tracker for IT equipment
- To act as the local Nominated officer for Fire for the Team
- Seek to improve personal performance, contribution, knowledge and skill
- Participate in appraisal, training and supervision processes
- Keep up-to-date with developments in services, legislation and practice relevant to the relevant client group
- Contribute to maintaining safe systems of work and a safe environment
- To report to line manager any issues that are of concern relating to health and safety of the building
- Assist Team Lead/ Senior clinicians/ Business manager with requests consistent with role and banding. This is likely to vary between portfolios but may cover such areas as compliance and governance (statutory and mandatory training, Healthroster, TRAC, team promotion, CQC compliance)
Job description
Job responsibilities
- Communication
- To work positively with colleagues to maintain effective relationships.
- To communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, or on the telephone.
- To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible.
- To deal sensitively with children, young people and their parents/carers who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member.
- To use a variety of verbal and non-verbal communication skills to ensure that the caller understands the relevant information given. This includes callers of a non-English speaking background (who may require an interpreter), those with a hearing impairment, with altered emotional states, with cognitive learning and / or a behavioural disability or communication deficits.
- To ensure that patients notes are treated confidentially and are correctly maintained following Caldicott guidelines and that documentation contained there is correct, of a high quality of standard and is maintained at all times.
- Information:
- To set up, administer and supervise the maintenance of statistical information using a spreadsheet, database or dedicated Trust Clinical/ Information or Business Intelligence Systems (e.g., MS Excel, SystmOne, Tableau)
- To assist the Team lead/Senior Clinicians/Business manager to ensure the required data and KPI submission are submitted with all required data and within the required time scale
- To work with staff to ensure data is correct and complete in line with service requirements
- To provide information reports as required by the Senior Management Team
- To undertake audits of the administrative systems, including data quality checks, clinical systems spot checks, office procedures, etc.
- Clinical Systems management
- To use various clinical Systems to input data accurately and in a timely manner
- To undertake relevant administration duties associated with processing incoming referrals and bookings management as required and when necessary.
- To act as a local Clinical Systems Super User and to train staff to use the clinical systems effectively
- To be an expert in the use of clinical systems, willing to share their knowledge with colleagues and attend regular networking events with other Super Users
- To alert professionals/line manager of possible emergency or urgent referrals and to keep staff up to date regarding changes of arrangements, messages, emails or other correspondence
- To ensure that data and recording requirements are fulfilled and that information is shared and disseminated in a professional and timely manner
- To co-ordinate the collection and update of patient information database systems, ensuring data quality is monitored and any concerns raised
- To be the local point of contact for troubleshooting issues reported by the team members and escalate/refer to as appropriate, ex. to Tech Support, Clinical Systems
- Administrative
- To provide a comprehensive administrative service, including processing all reports, correspondence and documentation including referrals and administrative letters, arranging appointments, booking rooms and related photocopying, printing, scanning, etc.
- To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively & speedily as possible
- To ensure all administrative systems are managed electronically where possible.
- To maintain office systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times
- To book interpreters and translators for client appointments & monitor confirmation of & action as appropriate
- To ensure there is an adequate supply of all office items, including stationery supplies, information leaflets, etc. available for colleagues & service users, to act as the local SBS requisitioner
- To undertake general office duties including: photocopying, printing, collating & binding of documents, laminating, faxing, etc. as required
- To provide administrative support for presentations including setting up of equipment, providing handouts and refreshments as appropriate. This may be on-site or at another venue.
- To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered
- To ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary and that the office is kept clean and tidy at all times.
- To organise and co-ordinate meetings, training events, promotional events and Away Days for the team as and when required
- To be responsible for setting up new suppliers on SBS, raising PO numbers and receipting invoices for the team as and when required
- If necessary, to take responsibility for handling petty cash as outlined in Trust Procedures.
- To have an understanding of health and safety regulations and assist in maintaining a safe environment for clients and visitors in accordance with Fire, health and safety procedures
- General
- Work in accordance with the appropriate CNWL policy and procedure at all times
- To have a full working knowledge of the IT systems and applications used.
- To attend meetings as required, take minutes and circulate afterwards.
- Manage inventory spreadsheet/tracker for IT equipment
- To act as the local Nominated officer for Fire for the Team
- Seek to improve personal performance, contribution, knowledge and skill
- Participate in appraisal, training and supervision processes
- Keep up-to-date with developments in services, legislation and practice relevant to the relevant client group
- Contribute to maintaining safe systems of work and a safe environment
- To report to line manager any issues that are of concern relating to health and safety of the building
- Assist Team Lead/ Senior clinicians/ Business manager with requests consistent with role and banding. This is likely to vary between portfolios but may cover such areas as compliance and governance (statutory and mandatory training, Healthroster, TRAC, team promotion, CQC compliance)
Person Specification
Education & Qualifications
Essential
- Educated to GCSE standard or equivalent.
- NVQ3 in Business Administration or evidence of equivalent practical experience.
- Good standard of written English.
Previous Experience
Essential
- Relevant experience of working in an administrative role (minimum 2 years)
- Experience of working in the NHS or any other healthcare setting and knowledge of mental health terminology.
- Computer literacy and word processing skills (MSOffice Word) 40-45 wpm typing speed.
- Intermediate to Advanced Data entry skills including knowledge of using Microsoft Excel.
- Understanding of Data Protection / Confidentiality.
- Experience of finance administration
- Familiarity with Microsoft package: Outlook, PowerPoint, Email, Microsoft Teams, Zoom
Desirable
- Knowledge of Patient Administration systems
- Previous project management support experience
Other relevant skills
Essential
- Good communication and interpersonal skills including the ability to communicate effectively verbally and in writing.
- Ability to prioritise workload, and plan and organise own time effectively
- Ability to act independently, and on own initiative.
- Ability to work as part of a multi-disciplinary team in a pressured environment
- Must be numerate and able to provide statistical data clearly and accurately
Desirable
- An Understanding of Office Procedures.
- Knowledge and understanding of medical terms.
- Knowledge of the Data Protection Act and Caldicott Guardian
Person Specification
Education & Qualifications
Essential
- Educated to GCSE standard or equivalent.
- NVQ3 in Business Administration or evidence of equivalent practical experience.
- Good standard of written English.
Previous Experience
Essential
- Relevant experience of working in an administrative role (minimum 2 years)
- Experience of working in the NHS or any other healthcare setting and knowledge of mental health terminology.
- Computer literacy and word processing skills (MSOffice Word) 40-45 wpm typing speed.
- Intermediate to Advanced Data entry skills including knowledge of using Microsoft Excel.
- Understanding of Data Protection / Confidentiality.
- Experience of finance administration
- Familiarity with Microsoft package: Outlook, PowerPoint, Email, Microsoft Teams, Zoom
Desirable
- Knowledge of Patient Administration systems
- Previous project management support experience
Other relevant skills
Essential
- Good communication and interpersonal skills including the ability to communicate effectively verbally and in writing.
- Ability to prioritise workload, and plan and organise own time effectively
- Ability to act independently, and on own initiative.
- Ability to work as part of a multi-disciplinary team in a pressured environment
- Must be numerate and able to provide statistical data clearly and accurately
Desirable
- An Understanding of Office Procedures.
- Knowledge and understanding of medical terms.
- Knowledge of the Data Protection Act and Caldicott Guardian
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).
