Job summary
Luton North Hub CMHT are looking for an enthusiastic and team player candidate for a band 4 administrative role to provide high-quality administrative and secretarial support to the Operational Lead and the multi-disciplinary clinical team. The role requires excellent written and verbal communication skills, the ability to work both independently and as part of a team, and strong organisational skills to ensure the smooth and efficient running of the service.
The successful candidate will work closely with the Business Support Lead and Operational lead, will contribute to delivering an effective, responsive, and confidential administrative service. They will develop and maintain administrative systems, manage sensitive information appropriately, liaise with a wide range of professionals, and support key operational functions across the team.
Main duties of the job
-Receive and appropriately manage all incoming calls and visitors, ensuring a courteous, helpful, and professional response at all times.-Provide a comprehensive administrative / Secretarial support to the Operational Lead and team/service. Including processing all reports, correspondence and documentation, and related filing, faxing, and photocopying.
-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
-Check Rio system for weekly admissions/referrals and discharges and sending out reminders for overdue discharge summaries.
-Coordinate the collection of and update of patient information on files and on team/service database systems ensuring data quality is monitored and any concerns raised.
-Develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered
-Communicating with patients / Staff legal professionals, other clinicians and members of the multidisciplinary team as appropriate
-Arrange appointments, clinics and bookings for the Operational Lead service/team.
-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.
-Have excellent verbal, written and communication skills
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
In addition to the above duties, the successful candidate is expected todeal sensitively with service users or their carers/relatives 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.
As required to work flexibly to provide reception and switchboard duties including answering the telephone, taking messages, transferring calls and dealing with clients who may drop in to visit the clinicians.
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 use information technology for a range of purposes
To induct new staff to appropriate filing and administration systems
Maintain office-filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
Book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
Upload admissions/referrals and discharge and other documents onto Rio and retrieving information/documents from Rio.
Provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing.
Report to the Operational Lead Business Support Lead any issues that are of concern relating to health and safety of the building.
Job description
Job responsibilities
In addition to the above duties, the successful candidate is expected todeal sensitively with service users or their carers/relatives 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.
As required to work flexibly to provide reception and switchboard duties including answering the telephone, taking messages, transferring calls and dealing with clients who may drop in to visit the clinicians.
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 use information technology for a range of purposes
To induct new staff to appropriate filing and administration systems
Maintain office-filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
Book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
Upload admissions/referrals and discharge and other documents onto Rio and retrieving information/documents from Rio.
Provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing.
Report to the Operational Lead Business Support Lead any issues that are of concern relating to health and safety of the building.
Person Specification
Qualifications
Essential
- oEducated to GCSE standard or NVQ3 or equivalent o
- Good standard of Written and Spoken English
Desirable
- Other relevant qualifications
Skills and knowledge
Essential
- oComputer Literacy :word processing skills (MSOffice Word), 40-45 wpm typing speed and Data entry skills
- oGood communication and interpersonal skills including the ability to communicate effectively verbally and in writing
- oAbility to prioritise workload, and plan and organise own time effectively
- oExercise own judgement when dealing with enquiries from patients, parents/carers or other professionals.
- oAbility to work as part of a multi disciplinary team in a pressured environment , Able to work under pressure and excellent organizational skills
Desirable
- oKnowledge of Access/Patient Administration systems ,Other windows packages for example Excel, PowerPoint and Outlook, Application of technology in the office i.e. Email and Networking
Experience
Essential
- oSignificant experience of working as part of an administrative team.
- Minuting meetings
Desirable
- oExperience in a health/mental health, education or social services environment. oExperience of working in a culturally diverse inner city area.
Other requirements
Essential
- Professional Accountability,Flexibility, Equal Opportunities,Confidentiality
Person Specification
Qualifications
Essential
- oEducated to GCSE standard or NVQ3 or equivalent o
- Good standard of Written and Spoken English
Desirable
- Other relevant qualifications
Skills and knowledge
Essential
- oComputer Literacy :word processing skills (MSOffice Word), 40-45 wpm typing speed and Data entry skills
- oGood communication and interpersonal skills including the ability to communicate effectively verbally and in writing
- oAbility to prioritise workload, and plan and organise own time effectively
- oExercise own judgement when dealing with enquiries from patients, parents/carers or other professionals.
- oAbility to work as part of a multi disciplinary team in a pressured environment , Able to work under pressure and excellent organizational skills
Desirable
- oKnowledge of Access/Patient Administration systems ,Other windows packages for example Excel, PowerPoint and Outlook, Application of technology in the office i.e. Email and Networking
Experience
Essential
- oSignificant experience of working as part of an administrative team.
- Minuting meetings
Desirable
- oExperience in a health/mental health, education or social services environment. oExperience of working in a culturally diverse inner city area.
Other requirements
Essential
- Professional Accountability,Flexibility, Equal Opportunities,Confidentiality
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).
