Job summary
Alliance Psychological
Services is an independent provider of counselling and psychological therapy
services based in the Tees Valley area and working across the North East
region. We are working in partnership with Insight Healthcare and Middlesbrough
& Stockton Mind to deliver the IMPACT on Teesside service.
We are looking for 2 x experienced
administrators to join our existing admin team working within the Foundation
and Recovery Team as part of the Impact on Teesside service hosted by
Middlesbrough and Stockton Mind.
The employer for these positions is Middlesbrough and Stockton Mind.
Main duties of the job
TEAM ADMINISTRATORS
This team works with
people who might find it difficult to access services and you will often be the
first person that they speak with. We are looking for individuals who are
patient, understanding and highly motivated to provide excellent customer
service.
You will deal directly
with people contacting the service and provide admin support working
closely with the team. You will be required to arrange assessments and liaise
with other services to ensure that the team are able to work effectively.
The ability to work
both independently and with direction is a necessity; experience of the patient
management system IAPTus would be advantageous.
You should have an
NVQ Level 2 in Administration/Business, and experience of working with database systems. Computer literacy is essential as
you will be expected to input information onto a clinical database.
Salaries will be based
on £18,525 per annum pro rata. Full time and part time positions are available.
About us
At Middlesbrough and Stockton Mind, our staff are at the very core of all we do. We aim to offer varied and rewarding roles with development opportunities. What's more, we hope that we offer a sense of community and a sense of belonging to something meaningful.
We welcome applications from all parts of the community so if you want to make the most of your skills and abilities and are passionate about doing something that makes a measurable difference, we want to hear from you.
We have organisational responsibility for safeguarding all children and vulnerable adults within our service, part of this is to follow safer recruitment of staff for all appointments. It is also a requirement that all staff understand it is each persons individual responsibility and are committed to promoting and safeguarding the welfare of our clients.
Please note that due to the nature of the duties of these roles, an enhanced criminal records disclosure will be sought in the event of a successful application.
Job description
Job responsibilities
Job Outline
The post
holder will offer administrative support to Impact on Teesside and provide a
first point of contact to people accessing the service. They will also assist
in providing an appointment administration service ensuring that all new
patients are offered an appointment within specified deadlines to meet targets
set by the contract Commissioners. They will ensure a timely turnover of workload for
the team and maintain an accurate and up to date clinical database for the
service.
This post will
provide dedicated admin support to the Foundation and Recovery Pathway. This
pathway offers:
- Outreach Support for individuals who experience mental health
difficulties.
- The Recovery College short courses for individuals to learn how
to cope and manage their mental health and wellbeing.
- Volunteering and Peer Support Opportunities for individuals with
lived experience.
This role will ensure
the smooth day to day running of administration tasks and functions relating to
the Recovery Pathway.
The post holder will
work across sites in Teesside (mainly offices in Stockton and Middlesbrough). This
position may at times require flexible hours between 8am until 8pm on weekdays.
Main
Duties and Responsibilities:
Administrative
- To provide a central point of contact to
receive general enquires regarding the Foundation and Recovery Pathway.
To support the daily
running the Recovery College by maintaining registers and dealing with
correspondence.
Provide admin support
at team meetings by recording, collating and distributing notes.
- To provide efficient, accurate and timely
administrative support to all team members including taking messages as appropriate,
and dealing with confidential information.
- To offer new patients a first appointment within
the target dates; send an appointment letter and appropriate literature to
the patient.
- To ensure all information regarding appointments
is entered onto the clinical database accurately.
- To ensure a professional customer focused
service is maintained at all times with excellent communication.
Manage
communications from clients, the wider Impact Team and partner organisations.
- To ensure all service mail is appropriately
handled and accurate messages are taken and passed to the relevant team
member or designated duty worker as soon as possible.
- To ensure an effective filing system is maintained.
- Any other duties that may be required to
facilitate the smooth and efficient running of the administrative function
of the service.
Service Support
- Prepare progress updates around service
activity at weekly internal service meetings.
- Support the Team Manager to prepare data for internal
and external reports.
- To assist in the provision of information to
patients of GP practices referred to or contacting the service including
responding sensitively and promptly to those accessing the service by
phone.
- To assist in the processing of all referrals
to the service to ensure that agreed target times are met.
- Liaise with staff within the team making sure their
availability for new patient appointments has been provided on a weekly
basis.
- To enter clinical and other data onto the Clinical
Database in accordance with agreed procedures and guidelines.
Additional Duties
- To develop good working
relationships with the wider Impact Admin Team, keeping up to date on
relevant processes and practices.
- Work as part of a team to
cover the main reception desk for premises where this is applicable. Provide
a courteous and efficient reception service for people visiting the
building and respond to incoming telephone calls.
- Undertake any other
additional duties appropriate to the post as requested.
Confidentiality
- In the performance of
their duties, the post-holder may have access to confidential information
relating to clients and their care, staff and others. They may also have access to information
relating to Impact as a business organisation. All such information
from any source is to be regarded as strictly confidential
- Information relating to clients,
carers, staff, other healthcare workers or Impact business may only be
divulged to authorised persons in accordance with Impact policies and procedures
relating to confidentiality and the protection of personal and sensitive
data.
Job description
Job responsibilities
Job Outline
The post
holder will offer administrative support to Impact on Teesside and provide a
first point of contact to people accessing the service. They will also assist
in providing an appointment administration service ensuring that all new
patients are offered an appointment within specified deadlines to meet targets
set by the contract Commissioners. They will ensure a timely turnover of workload for
the team and maintain an accurate and up to date clinical database for the
service.
This post will
provide dedicated admin support to the Foundation and Recovery Pathway. This
pathway offers:
- Outreach Support for individuals who experience mental health
difficulties.
- The Recovery College short courses for individuals to learn how
to cope and manage their mental health and wellbeing.
- Volunteering and Peer Support Opportunities for individuals with
lived experience.
This role will ensure
the smooth day to day running of administration tasks and functions relating to
the Recovery Pathway.
The post holder will
work across sites in Teesside (mainly offices in Stockton and Middlesbrough). This
position may at times require flexible hours between 8am until 8pm on weekdays.
Main
Duties and Responsibilities:
Administrative
- To provide a central point of contact to
receive general enquires regarding the Foundation and Recovery Pathway.
To support the daily
running the Recovery College by maintaining registers and dealing with
correspondence.
Provide admin support
at team meetings by recording, collating and distributing notes.
- To provide efficient, accurate and timely
administrative support to all team members including taking messages as appropriate,
and dealing with confidential information.
- To offer new patients a first appointment within
the target dates; send an appointment letter and appropriate literature to
the patient.
- To ensure all information regarding appointments
is entered onto the clinical database accurately.
- To ensure a professional customer focused
service is maintained at all times with excellent communication.
Manage
communications from clients, the wider Impact Team and partner organisations.
- To ensure all service mail is appropriately
handled and accurate messages are taken and passed to the relevant team
member or designated duty worker as soon as possible.
- To ensure an effective filing system is maintained.
- Any other duties that may be required to
facilitate the smooth and efficient running of the administrative function
of the service.
Service Support
- Prepare progress updates around service
activity at weekly internal service meetings.
- Support the Team Manager to prepare data for internal
and external reports.
- To assist in the provision of information to
patients of GP practices referred to or contacting the service including
responding sensitively and promptly to those accessing the service by
phone.
- To assist in the processing of all referrals
to the service to ensure that agreed target times are met.
- Liaise with staff within the team making sure their
availability for new patient appointments has been provided on a weekly
basis.
- To enter clinical and other data onto the Clinical
Database in accordance with agreed procedures and guidelines.
Additional Duties
- To develop good working
relationships with the wider Impact Admin Team, keeping up to date on
relevant processes and practices.
- Work as part of a team to
cover the main reception desk for premises where this is applicable. Provide
a courteous and efficient reception service for people visiting the
building and respond to incoming telephone calls.
- Undertake any other
additional duties appropriate to the post as requested.
Confidentiality
- In the performance of
their duties, the post-holder may have access to confidential information
relating to clients and their care, staff and others. They may also have access to information
relating to Impact as a business organisation. All such information
from any source is to be regarded as strictly confidential
- Information relating to clients,
carers, staff, other healthcare workers or Impact business may only be
divulged to authorised persons in accordance with Impact policies and procedures
relating to confidentiality and the protection of personal and sensitive
data.
Person Specification
Experience
Essential
- Sound experience and understanding of database systems
- Excellent verbal and written communication skills
- Accuracy and attention to detail
- Understanding of confidentiality
- Experience of working within a busy environment within agreed timescales.
- Experience of reception/working with the public including people who may be distressed.
Desirable
- Previous experience in NHS/healthcare.
- Experience of working in the mental health sector.
- Understanding of mental health services.
- Experience in telephone support or similar
- Knowledge of vulnerable and excluded groups
- Knowledge of voluntary and community sector organisations
Qualifications
Essential
- NVQ Level 2 or equivalent in Administrative/Business subject
Desirable
Personal Qualities
Essential
- High level of motivation.
- Ability to work under pressure and meet deadlines and targets.
- Ability to work independently and with limited direct supervision
- Ability to handle sensitive and emotionally difficult calls.
- Regard for others and respect for individual rights of autonomy and confidentiality.
- High level of organisation skills.
- Flexible and adaptable.
Person Specification
Experience
Essential
- Sound experience and understanding of database systems
- Excellent verbal and written communication skills
- Accuracy and attention to detail
- Understanding of confidentiality
- Experience of working within a busy environment within agreed timescales.
- Experience of reception/working with the public including people who may be distressed.
Desirable
- Previous experience in NHS/healthcare.
- Experience of working in the mental health sector.
- Understanding of mental health services.
- Experience in telephone support or similar
- Knowledge of vulnerable and excluded groups
- Knowledge of voluntary and community sector organisations
Qualifications
Essential
- NVQ Level 2 or equivalent in Administrative/Business subject
Desirable
Personal Qualities
Essential
- High level of motivation.
- Ability to work under pressure and meet deadlines and targets.
- Ability to work independently and with limited direct supervision
- Ability to handle sensitive and emotionally difficult calls.
- Regard for others and respect for individual rights of autonomy and confidentiality.
- High level of organisation skills.
- Flexible and adaptable.
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.
