Devon Partnership NHS Trust

Mental Health Act Business Support Administrator

The closing date is 09 June 2025

Job summary

The role of the MHA administrative assistant is to support the MHA administrator in ensuring that patients are legally detained under the Mental Health Act and their rights of appeal are upheld. This post is based at Torbay but will also provide administrative support to the MHA administrator at Langdon Hospital in Dawlish. This will require on site support (i.e. a physical presence) with Mental Health tribunals.

The administrative assistant will be part of a busy MHA administration team that provides cover to all parts of the Trust

Main duties of the job

The main duties will involve writing to patients and their nearest relatives (where appropriate) and making them aware of their detention and right of appeal using standard Trust letters and providing leaflets about the Independent Mental Health Advocacy service etc.

The administrative assistant will ensure the patient's electronic record is updated with details of the start of the detention and when this is rescinded or regraded to another section of the Act .

The administrative assistant will email Responsible Clinicians and ensure that they are aware of expiry dates of sections and have time to review and end the detention or regrade to another section.

At the direction of the MHA administrator the MHA administrative assistant will ensure that Responsible Clinicians have consent to treatment arrangements in place for patients who are at the point of being in hospital for 3 months.

The administrative assistant will assist with Mental Health Tribunals, meeting and greeting the tribunal panel, escorting to the tribunal room and ensuring they have everything they need i.e. reports etc to conduct the panel hearing.

About us

About Devon Partnership Trust

We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.

We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do

Our values

We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.

We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.

Date posted

23 May 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9369-25-0348

Job locations

Haytor Unit, Torbay Hospital

Lowes Bridge

Torquay

Devon

TQ2 7AA

Job description

Job responsibilities

Job responsibilities

To provide a comprehensive administration support to the Mental Health Act Office. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. The post holder will have high standard word processing skills and computer literacy. They will be required to maintain an up-to-date knowledge of Information Technology. The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes for the Mental Health Act Administration Office. They will need to be able to work within a team effectively and share work streams where appropriate.

Under the direction of the Mental Health Act Manager/ Administrator, the post holder will be required to process MHA information concerning individuals and their representatives (patients and their supporters including nearest relative, clinicians, legal representatives and/or advocates, the Hospital Managers, Tribunals Office, Care Quality Commission and Ministry of Justice (where appropriate).

The post holder will be expected to participate in MHA governance activities, by providing relevant data for audit and monitoring.

Communication and Working Relationship Skills

Provide and receive routine information requiring tact or persuasive skills.

2. Exchange information with patients and staff on the MHA admission procedures, anxious patients or relatives, cultural or language difficulties.

3. Communicate across internal and external organisation(s), for example with patients and carers, medical / clinical staff, Approved Mental Health Practitioners, Hospital Managers, Solicitors, Tribunal Office.

4. Build and maintain effective working relationships with all the above groups.

Analytical and Judgemental Skills

Judgements involving facts or situations, some of which require analysis.

2. Resolve problems relating to patient records; locate missing MHA paperwork; make judgements on how to respond to patient and nearest relative enquiries.

3. Assist the Mental Health Act Manger/Administrator to investigate a variety of issues

Planning and Organisational Skills

Under the direction of the Mental Health Act Administrator, the post holder will be required to:

1. Receive, scrutinise and process Mental Health Act (and other related paperwork where appropriate, i.e. Guardianship, Deprivation of Liberty Safeguard) paperwork.

2. Co-ordinate Mental Health Tribunals and Hospital Managers hearings, informing staff of the need to produce reports and ensuring their timely distribution.

3. To plan and prioritise their own workload.

4. Keep accurate records and inform clinicians of impending deadlines.

Responsibility for Patient/Client Care, Treatment and Therapy

Under the direction of the Mental Health Act Administrator, the post holder will be required to:

1. Provide written and oral advice, support and information to patients, relatives/carers and clinicians relating to their rights under the Mental Health Act.

2. To provide assistance when necessary to patients applying for a Hospital Managers Hearing or Mental Health Tribunal within the legal time frame.

3. To have face to face contact with patients if they so wish, to discuss their rights.

4. Arrange legal representation for patients and liaise with solicitors when required.

Responsibility for Policy and Service Development Implementation

The post holder will be expected to:

1. Participate in core clinical governance activities by providing relevant data for audit, evaluation and research.

2. Comment on the development of local protocols and ensure their implementation within their own area.

3. Ensure adherence to Mental Health Act and Mental Capacity Act procedures through monitoring of systems and processes in place.

Responsibility for Finance, Equipment and Other Resources

1. The post holder will be responsible for the safe use of office equipment and machinery in their own area.

Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management

1. The post holder may demonstrate own activities to new or less experienced team members.

Responsibility for Information Resources and Administrative Duties

Under the direction of the Mental Health Act Administrator, the post holder will be required to:

1. Manage confidential and sensitive information in accordance with Information governance procedures.

2. Maintain up to date, accurate patient files and electronic patient based record system for the MHA and MCA as a major responsibility of the role.

3. Maintain the Mental Health Hospital Managers file and send new information to Managers when necessary.

4. Work to and advise individuals of the Information Governance process when accessing patient records.

Responsibility for Research and Development

1. Undertake surveys or audits under the direction of the Mental Health Act Manager, Mental Health Act Administrator.

Freedom to Act

1. Guided by MHA/ MCA Codes of Practice and MHA/MCA procedures.

2. Work independently, but MHA administrators/MHA manager is available for reference.

Any Other Specific Tasks Required

1. Attend relevant meetings to keep up to date with legislation and training.

2. Assist other localities in administering the MHA and MCA as directed by the MHA Manager.

3. Undertake any other responsibilities appropriate to the grade as directed by the MHA Manager.