Job summary
The post holder will provide an effective and efficient administrative service to the Islington Core Mental health team including keeping appointment diaries, booking interpreters, covering reception, and managing referrals as needed. Your duties will include regular liaison as necessary with external agencies, answering phone call, opening and managing referrals on our RIO system and making appointments at the request of the service. You will assist in the maintenance of electronic records and database, photocopying, posting letter to service users and any other duties essential to the comprehensive administrative admin support required by the service.
You must be experienced, dedicated, reliable, proactive, and a flexible individual who is assertive and take the initiative in anticipating the needs of their teams.
Experience of working within the NHS or in a healthcare setting in an administrative role is desirable but not essential. Excellent IT and communication skills are required along with the ability to be flexible to the changing demands of the service and the ability to work as part of a team is essential. You should be able to work autonomously as well as part of a team. Good verbal and written communication skills is essential, along with good attention to detail. It is desirable that you have experience in minute-taking and using Excel to intermediate level.
Main duties of the job
- To provide a full range of high-quality secretarial support to the service line teams.
- Provide reception cover and be the first point o contact for the team as and when necessary by the service.
- Liasing with patients/service users and professionals.
- Book appointment on behalf of clinical staff and service.
- To accurately maintain all relevant service user data systems in a timely manner in accordance with Trust and local standards.
- When required to arrange for consultant, specialists or junior doctors to attend meetings.
- To use initiative appropriately to deal with and prioritise post and telephone calls.
- To deal with all administrative duties to support the operation of the service line including working off site to support the clinical team at GP surgery premises as and when required.
About us
The partnership betweenBarnet, Enfield and Haringey Mental Health NHS Trust (BEH)andCamden and Islington NHS Foundation Trust (C&I)is going from strength to strength since it was originally established in 2021 forming theNorth London Mental Health Partnership.
In order to meet the needs of the new Partnership services you may be required from time to time to work at different locations to your normal place of work. This may mean that you are required to work at any location that fall under Barnet, Enfield and Harringay Trust and Camden and Islington Trust. The Trust reserves the right to require staff to work at such other places or locations as it considers reasonable and necessary on a temporary or permanent basis.
Job description
Job responsibilities
- To provide a full range of high-quality secretarial support to the service line teams.
- To accurately type correspondence and reports, summaries and other documents, both clinical and general, using audio and copy typing.
- To implement relevant high quality office systems and exploit the use of IT, in conjunction with the team manager and in liaison with the administration manager as appropriate.
- To accurately maintain all relevant service user data systems in a timely manner in accordance with Trust and local standards.
- To manage diaries of allocated managers/professionals appropriately.
- To use initiative appropriately to deal with and prioritise post and telephone calls.
- To deal with all administrative duties to support the operation of the service line including working off site to support the clinical team at GP surgery premises as and when required.
- To obtain, create and maintain service user case notes in line with national standards such as Clinical Negligence Scheme for Trusts (CNST) and Trust and local policies.
- To liaise with the Health Records/Outpatients Manager about Access to Records queries if required.
- To arrange and service meetings as necessary including the taking of minutes.
- Liaising as appropriate with the appropriate Line Manager about orders and ordering in line with local procedures.
- To provide, in conjunction with other administration staff, cross cover for other administrators/clinical support workers during periods of heavy work pressure or absence.
- To implement and follow relevant polices relating to secretarial and administrative duties.
- Provide reception cover for the team, book appointments and manage referrals for the service.
Job description
Job responsibilities
- To provide a full range of high-quality secretarial support to the service line teams.
- To accurately type correspondence and reports, summaries and other documents, both clinical and general, using audio and copy typing.
- To implement relevant high quality office systems and exploit the use of IT, in conjunction with the team manager and in liaison with the administration manager as appropriate.
- To accurately maintain all relevant service user data systems in a timely manner in accordance with Trust and local standards.
- To manage diaries of allocated managers/professionals appropriately.
- To use initiative appropriately to deal with and prioritise post and telephone calls.
- To deal with all administrative duties to support the operation of the service line including working off site to support the clinical team at GP surgery premises as and when required.
- To obtain, create and maintain service user case notes in line with national standards such as Clinical Negligence Scheme for Trusts (CNST) and Trust and local policies.
- To liaise with the Health Records/Outpatients Manager about Access to Records queries if required.
- To arrange and service meetings as necessary including the taking of minutes.
- Liaising as appropriate with the appropriate Line Manager about orders and ordering in line with local procedures.
- To provide, in conjunction with other administration staff, cross cover for other administrators/clinical support workers during periods of heavy work pressure or absence.
- To implement and follow relevant polices relating to secretarial and administrative duties.
- Provide reception cover for the team, book appointments and manage referrals for the service.
Person Specification
Experience
Essential
- Substantial experience in a secretarial role / Reception Role
- Experience of working with multi-disciplinary teams
- Experience of customer care
Desirable
- NHS experience
- Understanding of the needs of mental health service users
Skills / Abilities
Essential
- Diary management
- Use of MS Office software to intermediate level, including Excel, Outlook and PowerPoint
- Able to demonstrate good communication skills; both verbally and in writing
- Able to act appropriately in a challenging environment, work on own initiative and be proactive in problem solving
Knowledge
Essential
- An understanding of the organisation's Equal Opportunity Policy
- An understanding of relevant legislation eg Health and Safety, Data Protection, Confidentiality
Education/Qualifications
Essential
- Evidence of good general education to include GCSE or equivalent in Maths and English
Desirable
- HNC Level in Administration or equivalent experience within an admin environment
Person Specification
Experience
Essential
- Substantial experience in a secretarial role / Reception Role
- Experience of working with multi-disciplinary teams
- Experience of customer care
Desirable
- NHS experience
- Understanding of the needs of mental health service users
Skills / Abilities
Essential
- Diary management
- Use of MS Office software to intermediate level, including Excel, Outlook and PowerPoint
- Able to demonstrate good communication skills; both verbally and in writing
- Able to act appropriately in a challenging environment, work on own initiative and be proactive in problem solving
Knowledge
Essential
- An understanding of the organisation's Equal Opportunity Policy
- An understanding of relevant legislation eg Health and Safety, Data Protection, Confidentiality
Education/Qualifications
Essential
- Evidence of good general education to include GCSE or equivalent in Maths and English
Desirable
- HNC Level in Administration or equivalent experience within an admin environment
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).
