Job summary
We are looking for an effective and efficient administrator to work part time within our community mental health service, who is flexible and a team player. The individual will be expected to contribute to the smooth function of the systems and pathways of a service user journey from the point of referral/support request to treatment, support or transfer of care.
The post holder will be required to work in a busy and demanding service environment ans need to be able to work without direct supervision and have the ability to multi-task.
Good keyboard and communication skills are essential for this role as the post holder will be required to undertake duties which involve working with other disciplines within the wider service and with partner organisations.
Main duties of the job
Organizing physical and digital files in accordance with NHS confidentiality policies.
To ensure that all incoming post is date-stamped and distributed to the appropriate persons and that out-going mail is sorted according to internal, external departments and relevant agencies.
Inputting clinical data and generating reports for audits or performance monitoring
To receive all incoming calls to the service/team and deal appropriately in a courteous and helpful manner.
To deal with a range of queries from the public and other agencies in a polite and helpful manner, also by telephone and face to face encounters, seeking advice and guidance from Team Administration Lead.
To take and promptly pass on accurate notes and information, exercising independent judgement and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.
About us
Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
Job description
Job responsibilities
Please see main JD PS for details.
The role involves delivering high-quality administrative and clerical support to the team, ensuring smooth and efficient service operations. The post holder must work flexibly within the admin team, contributing to effective systems that support service users. Operating in a fast-paced and demanding environment, they should demonstrate independence, initiative, and reliability. The ability to manage multiple tasks simultaneously is essential, as is maintaining professionalism under pressure. Strong organizational skills, attention to detail, and a proactive approach are key to success in this role.
Job description
Job responsibilities
Please see main JD PS for details.
The role involves delivering high-quality administrative and clerical support to the team, ensuring smooth and efficient service operations. The post holder must work flexibly within the admin team, contributing to effective systems that support service users. Operating in a fast-paced and demanding environment, they should demonstrate independence, initiative, and reliability. The ability to manage multiple tasks simultaneously is essential, as is maintaining professionalism under pressure. Strong organizational skills, attention to detail, and a proactive approach are key to success in this role.
Person Specification
Experience
Essential
- oEnglish GCSE or equivalent.
- Previous experience of working within an administrative team/function. oReception skills oBasic Office Experience and protocols
Desirable
- oExperience of working in a mental health organisational environment oWorking in a Multi-disciplinary Team
Knowledge and Skills
Essential
- oComputer Literacy oFamiliarity with operating busy switchboard systems oIT Administration oEqual Opportunities oSecurity guidelines and procedures oConfidentiality
Desirable
- oAn understanding of office procedures oPost handling oDictation / Typing
other
Essential
- oProfessional Accountability oFlexibility oAbility to communicate effectively, both written and oral oPolite and Friendly
Person Specification
Experience
Essential
- oEnglish GCSE or equivalent.
- Previous experience of working within an administrative team/function. oReception skills oBasic Office Experience and protocols
Desirable
- oExperience of working in a mental health organisational environment oWorking in a Multi-disciplinary Team
Knowledge and Skills
Essential
- oComputer Literacy oFamiliarity with operating busy switchboard systems oIT Administration oEqual Opportunities oSecurity guidelines and procedures oConfidentiality
Desirable
- oAn understanding of office procedures oPost handling oDictation / Typing
other
Essential
- oProfessional Accountability oFlexibility oAbility to communicate effectively, both written and oral oPolite and Friendly
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).
