Job summary
The post holder will provide an administrative function to the Multi-Disciplinary Team, minuting meetings, filing and other general administrative duties.
Management of the CPA forward planner to ensure all CPA appointments are booked within the agreed timeframe.
The Team Administrator will be responsible for receiving, processing, scanning and forwarding of referrals: agreeing, amending and issuing appointments
Main duties of the job
- Management of the CPA forward planner to ensure all CPA appointments are booked within the agreed timeframe.
- Preparation and minuting of meetings including MDT, daily team meetings and safeguarding as part of a team.
- Provide a general appointment booking service for service users as required.
- Processing of all referrals into the service, ensuring that all relevant Health & Social Care systems are updated in accordance of that referral.
- Typing of all clinical correspondence
- Coordinating and directing service user contact via telephone call, email or letter. Identifying priority contact, particularly from distressed service users or relative, informing the relevant team member for the need for urgency when appropriate.
About us
Greater Manchester Mental Health (GMMH) Foundation Trust employs over6,400members of staff, who deliver services from more than160locations.
We provide inpatient and community-based mental health care for people living in Bolton, the city of Manchester, Salford,Trafford and the borough of Wigan, and a wide range of specialist mental health and substance misuse services across Greater Manchester, the north west of England and beyond.
Greater Manchester is one of the world's most innovative, original and exciting places to live and work. From the beauty of the surrounding countryside to the heart of the vibrant inner city with great shopping, entertainment and dining options.
Wherever you go you will experience a great northern welcome with people famed for their warmth, humour and generosity.
Our people enjoy their work, have opportunities to learn and develop their skills and are encouraged to generate new ideas that improve care for our service users.
Job description
Job responsibilities
Heading
Duty/Responsibility
Responsibility to Patient Care
To directly negotiate appointment slots with clinicians in order that service users can take place within stated target times and standards according to the NHS Plan.
- Processing of all referrals into the service, ensuring that all relevant Health & Social Care systems are updated in accordance of that referral.
- Typing of all clinical correspondence
- Coordinating and directing service user contact via telephone call, email or letter. Identifying priority contact, particularly from distressed service users or relative, informing the relevant team member for the need for urgency when appropriate.
- Greeting service users, carers and other visitors when required.
- Direct making of appointments according to clinical requirement set out by the clinicians, and agreed with service users.
- Arrange patient transport when required in accordance with Trust policy.
Planning and Organising
- Management of the CPA forward planner to ensure all CPA appointments are booked within the agreed timeframe.
- Support the Payment By Results (PbR) process in regards to identification of review dates and ensuring this is raised with relevant clinical staff.
- Identification of service users whom their appointment may fall outside the target timeframe.
- Management of the clinic capacity available and flagging this up should it fall short of what is needed.
- Provide a general appointment booking service for service users as required.
- Typing of all business correspondence
- Identification of any other issues that may pose a risk the service users, carer or delivery of service.
- Provide a comprehensive administrative service to the MDT including the management of meetings, appointment management and a range of other administrative duties.
- Preparation and minuting of meetings including MDT, daily team meetings and safeguarding.
- Devise and maintain filing systems appropriate to the service and complaint with information governance guidance.
- Oversee the day to day work and delegation of work appropriate to banding of other clerical and temporary staff working within the team.
- Any other duties commensurate to the role.
Communication
- Ensure trust guidelines, policies and procedures regarding confidentiality, disclosure information and the Data Protection Act are observed at all times.
- Undertake training to ensure they are fully aware of booking policies within the Trust.
- Ensure letters are sent to service users and GPs
- Identify and report all facility issues in line with local procedure.
- Prioritise telephone calls, including distressed service users, carers and relatives and ensure the team are aware of the urgency.
- Accurately record and communicate all messages
Analysis and Data Management
- To be conversant with all functions of the Electronic Patient Record (EPR) system, in relation to the booking of appointments and have the ability to interrogate other relevant systems as appropriate.
- Ensure all demographic details are up to date at the point of referral, referring to the Summary Care Record (SCR) when required to ensure all details are entered into the EPR system.
- To be conversant with all reporting tools used by the Business Intelligence Department and analyse this data to ensure waiting time targets are met both locally and nationally.
- To provide an exception report weekly for all cases of CPA that could not be booked within agreed timescales.
- To ensure data is entered onto the EPR system in a timely manner as stated in the Trust policy.
- Coordination and dissemination of the production of information for statistical purposes.
- Validation of data quality and other reports for data completeness.
- Personal responsibility regarding any information received and updating the EPR system with this information.
- Identify and report any IT issues that become apparent.
Partnership Working
- To adhere to the Code of Conduct for Administrative Staff
- To work together with the Senior Administrator to provide a flexible response to the changing demands of the service.
- To provide cover for other administrative support staff, as and when required during annual leave, sickness and training.
- Actively assist in promoting and fostering good working relationships and practices within the service for all service users.
- Delegate duties appropriately to grade within the administration team
- Support any new initiatives in regards to recording and monitoring.
- Working collaboratively with the Health and Social Care teams to provide an MDT approach to service user care.
Health and Safety
To take responsible care for the health and safety of the post holder and others affected by their actions.
- To work and use all equipment in accordance with safe operating procedures and Trusts code s of practice.
- To report all accidents, incidents and omissions to the manager.
- To attend all training identified as being appropriate by the line management team.
- Identifying and reporting any in house problems to Estates and other organisations when the need arises.
See attached detailed job description and person specification:
Staff benefits
- Pay Enhancements 30% additional for Evenings (8pm onwards) and Saturdays and 60% additional for Sundays and Bank holidays.
- 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
- Excellent pension
- Cycle to work scheme
- Salary sacrifice car scheme
- Wellbeing programme
- Blue Light Card Discounts
Job description
Job responsibilities
Heading
Duty/Responsibility
Responsibility to Patient Care
To directly negotiate appointment slots with clinicians in order that service users can take place within stated target times and standards according to the NHS Plan.
- Processing of all referrals into the service, ensuring that all relevant Health & Social Care systems are updated in accordance of that referral.
- Typing of all clinical correspondence
- Coordinating and directing service user contact via telephone call, email or letter. Identifying priority contact, particularly from distressed service users or relative, informing the relevant team member for the need for urgency when appropriate.
- Greeting service users, carers and other visitors when required.
- Direct making of appointments according to clinical requirement set out by the clinicians, and agreed with service users.
- Arrange patient transport when required in accordance with Trust policy.
Planning and Organising
- Management of the CPA forward planner to ensure all CPA appointments are booked within the agreed timeframe.
- Support the Payment By Results (PbR) process in regards to identification of review dates and ensuring this is raised with relevant clinical staff.
- Identification of service users whom their appointment may fall outside the target timeframe.
- Management of the clinic capacity available and flagging this up should it fall short of what is needed.
- Provide a general appointment booking service for service users as required.
- Typing of all business correspondence
- Identification of any other issues that may pose a risk the service users, carer or delivery of service.
- Provide a comprehensive administrative service to the MDT including the management of meetings, appointment management and a range of other administrative duties.
- Preparation and minuting of meetings including MDT, daily team meetings and safeguarding.
- Devise and maintain filing systems appropriate to the service and complaint with information governance guidance.
- Oversee the day to day work and delegation of work appropriate to banding of other clerical and temporary staff working within the team.
- Any other duties commensurate to the role.
Communication
- Ensure trust guidelines, policies and procedures regarding confidentiality, disclosure information and the Data Protection Act are observed at all times.
- Undertake training to ensure they are fully aware of booking policies within the Trust.
- Ensure letters are sent to service users and GPs
- Identify and report all facility issues in line with local procedure.
- Prioritise telephone calls, including distressed service users, carers and relatives and ensure the team are aware of the urgency.
- Accurately record and communicate all messages
Analysis and Data Management
- To be conversant with all functions of the Electronic Patient Record (EPR) system, in relation to the booking of appointments and have the ability to interrogate other relevant systems as appropriate.
- Ensure all demographic details are up to date at the point of referral, referring to the Summary Care Record (SCR) when required to ensure all details are entered into the EPR system.
- To be conversant with all reporting tools used by the Business Intelligence Department and analyse this data to ensure waiting time targets are met both locally and nationally.
- To provide an exception report weekly for all cases of CPA that could not be booked within agreed timescales.
- To ensure data is entered onto the EPR system in a timely manner as stated in the Trust policy.
- Coordination and dissemination of the production of information for statistical purposes.
- Validation of data quality and other reports for data completeness.
- Personal responsibility regarding any information received and updating the EPR system with this information.
- Identify and report any IT issues that become apparent.
Partnership Working
- To adhere to the Code of Conduct for Administrative Staff
- To work together with the Senior Administrator to provide a flexible response to the changing demands of the service.
- To provide cover for other administrative support staff, as and when required during annual leave, sickness and training.
- Actively assist in promoting and fostering good working relationships and practices within the service for all service users.
- Delegate duties appropriately to grade within the administration team
- Support any new initiatives in regards to recording and monitoring.
- Working collaboratively with the Health and Social Care teams to provide an MDT approach to service user care.
Health and Safety
To take responsible care for the health and safety of the post holder and others affected by their actions.
- To work and use all equipment in accordance with safe operating procedures and Trusts code s of practice.
- To report all accidents, incidents and omissions to the manager.
- To attend all training identified as being appropriate by the line management team.
- Identifying and reporting any in house problems to Estates and other organisations when the need arises.
See attached detailed job description and person specification:
Staff benefits
- Pay Enhancements 30% additional for Evenings (8pm onwards) and Saturdays and 60% additional for Sundays and Bank holidays.
- 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
- Excellent pension
- Cycle to work scheme
- Salary sacrifice car scheme
- Wellbeing programme
- Blue Light Card Discounts
Person Specification
Essential
Essential
Desirable
- Experience of working within NHS
Essential
Essential
- Demonstrable Office experience
Person Specification
Essential
Essential
Desirable
- Experience of working within NHS
Essential
Essential
- Demonstrable Office experience
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).
