Job summary
Would you like to make a difference and use your people and administration skills to support the provision of mental health services in the community?
We are looking for a friendly, enthusiastic and self-motivated individual to join our busy Assessment & Treatment Service, based at Chapel Street Clinic, Chichester. As well as Chichester, our services cover care in the community for Bognor, Midhurst and the surrounding areas. There is a requirement for occasional cover of our reception at the Bedale Centre in Bognor Regis.
The post holder will provide administrative support to the Referrals Administration Co-ordinator, as well as to the wider admin team as necessary. They will also provide regular cover of front of house services in the form of reception and switchboard duties, ensuring plenty of variety. Effective communication skills and a commitment to caring for patients in the community are required for this rewarding role.
Main duties of the job
The Administrative Assistant will support the Referrals Administration Co-ordinator with booking assessment appointments following triage. Bookings can be made at short notice by telephone, or with more notice by letter. Appointments are added to our patient administration system, as well as to practitioners' Outlook calendars. An eye for detail and accuracy is required, together with excellent keyboard and communication skills.
The role also supports the wider administration team with printing and sending out pre-approved letters. Tasks such as document uploading and entering data from forms completed by patients will ensure plenty of variety.
We have reception and telephony staff at Chapel Street Clinic in Chichester and a receptionist at the Bedale Centre in Bognor Regis. This role provides relief reception and telephony cover, e.g. lunchtimes, annual leave, short notice needs.
The post holder will need to be flexible, a team player and be willing to travel across both sites on occasions, to ensure the best care is provided to our service users and that priorities are met.
About us
We are a busy, friendly and caring administration team, based at Chapel Street Clinic in the heart of Chichester's city centre. We provide secretarial and administrative support to a variety of clinical staff across the patch. The administration team consists of telephonists, receptionists, secretaries and senior administrative staff.
As part of our commitment to quality and professionalism, the Trust ensures that all new staff undertake a thorough induction programme. Additional training will be provided at local level and full support is always available as part of ongoing growth and development.
As a mental health trust, we place a large focus on the wellbeing of our staff and ensure our reward packages reflect the important work you do.
As well as knowing you are making a valuable contribution in supporting the care of service users in the community, you can expect to receive:
- Generous holiday entitlement, starting at 27 days + bank holidays per annum.
- Car parking reimbursement.
- NHS pension.
- Access to a host of discount schemes (e.g. gyms, shopping, restaurants and cars).
- Access to numerous wellbeing and support programmes.
- Excellent supervision programmes, with ongoing opportunities for training and development.
- The opportunity to grow professionally and progress in the Trust.
Job description
Job responsibilities
The main responsibilities of this role are:
- Booking assessment appointments with patients by telephone and/or letter.
- Ensuring assessment appointments are notified to relevant clinicians and appear on their Outlook calendars, as well as on the Trust's patient administration system.
- Sending out pre-approved letters to patients and GPs.
- Uploading documents to the patient administration system.
- Answering and transferring telephone calls.
- Taking comprehensive messages and relaying them as appropriate.
- Welcoming patients, visitors and carers to sites.
- Opening and directing incoming post.
- Booking rooms for outpatient appointments and meetings.
- Supporting the preparation of outpatient clinic sheets.
- Photocopying and collating.
You will be working closely with the Referrals Administration Co-ordinator, reception and telephony staff, as well as the wider admin team where necessary.
You will require excellent interpersonal skills for effective communication with service users and the wider clinical team, which consists of Consultant Psychiatrists, nurses, psychologists, managers, mental health practitioners and support workers. Excellent keyboard skills are required and knowledge of Microsoft Word.
This is a full time role, 37.5 hours per week, Monday to Friday, 9am to 5pm.
Please read generic Job Description and Person Specification for more details.
For any questions, please contact Nina McLagan, Admin Team Leader (see contact details below).
Job description
Job responsibilities
The main responsibilities of this role are:
- Booking assessment appointments with patients by telephone and/or letter.
- Ensuring assessment appointments are notified to relevant clinicians and appear on their Outlook calendars, as well as on the Trust's patient administration system.
- Sending out pre-approved letters to patients and GPs.
- Uploading documents to the patient administration system.
- Answering and transferring telephone calls.
- Taking comprehensive messages and relaying them as appropriate.
- Welcoming patients, visitors and carers to sites.
- Opening and directing incoming post.
- Booking rooms for outpatient appointments and meetings.
- Supporting the preparation of outpatient clinic sheets.
- Photocopying and collating.
You will be working closely with the Referrals Administration Co-ordinator, reception and telephony staff, as well as the wider admin team where necessary.
You will require excellent interpersonal skills for effective communication with service users and the wider clinical team, which consists of Consultant Psychiatrists, nurses, psychologists, managers, mental health practitioners and support workers. Excellent keyboard skills are required and knowledge of Microsoft Word.
This is a full time role, 37.5 hours per week, Monday to Friday, 9am to 5pm.
Please read generic Job Description and Person Specification for more details.
For any questions, please contact Nina McLagan, Admin Team Leader (see contact details below).
Person Specification
Qualifications
Essential
- NVQ2 or equivalent / good standard of secondary education; GCSE at Grade C or above
- PC skills and knowledge of Microsoft Office software
Knowledge/Experience
Essential
- Previous reception and switchboard experience
- Experience of working with the public
Person Specification
Qualifications
Essential
- NVQ2 or equivalent / good standard of secondary education; GCSE at Grade C or above
- PC skills and knowledge of Microsoft Office software
Knowledge/Experience
Essential
- Previous reception and switchboard experience
- Experience of working with the public
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
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).
