Job summary
We are a free NHS psychological therapy service for adults living across Thurrock who are experiencing common mental health difficulties including depression and anxiety disorders such as OCD, PTSD and social phobia.
Inclusion Thurrock IAPT is provided by Inclusion, which is part of Midlands Partnership NHS Foundation Trust. At Inclusion we believe that the individuals and families who use our services should receive a high quality, committed and inclusive service.
We are an Improving Access to Psychological Therapies (IAPT) service. This means that we can give you quick, simple access to the right therapy for your needs.
All of the therapy we provide is based on evidence and research which means we have a range of effective options that can give you the tools and skills you need to improve your wellbeing.
An exciting opportunity has arisen; 2 x full time (37.5 hours per week)- 12-month fixed term contract, Band 3 Administratorrole atInclusion Thurrock IAPT.
This is an excellent opportunity for an enthusiastic, organised individual who is competent with IT systems and is keen to become an integral part of a fast-paced team.This role is Monday-Friday, with some remote working. There will be one late shift of 12pm to 8pm which will be rostered within the team.
Main duties of the job
Main duties and responsibilities
- Respond promptly to all incoming telephone calls/fax/emails to ensure urgent matters are dealt with promptly with messages recorded and relayed accurately.
- Monitoring voicemail and dealing with call backs promptly including cancellations/rescheduling of appointments.
- Dealing with enquiries to the service by patients and their family, health professionals.
- Attention to detail is vital in this work at all stages of data entry, taking and recording messages and communications within the service.
- Entering data accurately according to IAPTus programme requirements and service procedures. Extracting information on request to assist Locality Manager and Clinicians.
- Receive, distribute, and despatch mail, ensuring confidentiality is maintained.
- To carry out typing, word processing of reports, documents, and correspondence.
- To undertake photocopying duties as required.
- Assist with setting up and maintaining filing systems.
- Carry out general office duties as appropriate, using equipment as provided.
- Assist in receiving visitors and making appointments where necessary.
- To log and chase any building maintenance issues timely and effectively.
About us
Inclusion Thurrock is a busy IAPT service, based in the heart of Thurrock, with excellent local transport links across the borough. Services are currently delivered remotely, via telephone and digital solutions, with face-to-face treatments expected to return when it is deemed safe to do so. We will then revert to delivery from Thurrock Health Centre, a range of community venues and, where appropriate, continued remote delivery.
Inclusion Thurrock are an expanding IAPT service made up of individuals that strive to innovate and want to make a real difference through the work they do. Your learning will be applied as part of a multidisciplinary team providing a range of effective, evidence-based treatments.
We pride ourselves on developing our staff to work in a variety of new and exciting ways. We always aim to provide opportunities for personal and professional development through training and enhancing your skills. One of the hallmarks of our service is that are staff turnover is relatively low, as we focus on excellent delivery of service and the development of our staff to stay working within our service. We value the development of staff's skills and encourage staff at all levels to be creative with ideas and take forward new projects.
Job description
Job responsibilities
Main duties and responsibilities
- Respond promptly to all incoming telephone calls/fax/emails to ensure urgent matters are dealt with promptly with messages recorded and relayed accurately.
- Monitoring voicemail and dealing with call backs promptly including cancellations/rescheduling of appointments.
- Dealing with enquiries to the service by patients and their family, health professionals.
- Attention to detail is vital in this work at all stages of data entry, taking and recording messages and communications within the service.
- Entering data accurately according to IAPTus programme requirements and service procedures. Extracting information on request to assist Locality Manager and Clinicians.
- Receive, distribute and despatch mail, ensuring confidentiality is maintained.
- To carry out typing, word processing of reports, documents and correspondence.
- To undertake photocopying duties as required.
- Assist with setting up and maintaining filing systems.
- Carry out general office duties as appropriate, using equipment as provided.
- Assist in receiving visitors and making appointments where necessary.
- To log and chase any building maintenance issues timely and effectively.
- Inclusion Thurrock is a 08:30 20:00 hr service and staff are required to work evenings and late shift, currently one evening per week. Work flexibly as a team and support each other as needed.
- Required on an ad-hoc basis to lock up the office in accordance with the current lock up procedures when completing a late shift.
- Responsible for providing high quality administrative support to the multi-disciplinary psychological therapies team including room bookings, responding to staff sickness alerts and batch distribution of patient correspondence.
- Diarise work to be completed weekly / monthly.
- Working at reception desk on a rota system.
- Complete any course administration and update on the system accordingly.
- Take minutes at monthly team meetings. (rota)
- Responsible complete processes for petty cash.
- Expected to use own initiative to deal with routine matters.
- Every morning attend to overnight answerphone messages (staff reporting sickness absence, patient appointments to be cancelled, patients self-referring etc); responsible for prioritising call-back tasks and organise distribution of workload among the team.
- Responsible for monitoring batch printing requirements and ensuring timely action or delegating to other team members if necessary.
- Close liaising with Senior Administrator to organise own workload to meet priority needs and reduce risks to service quality.
Job description
Job responsibilities
Main duties and responsibilities
- Respond promptly to all incoming telephone calls/fax/emails to ensure urgent matters are dealt with promptly with messages recorded and relayed accurately.
- Monitoring voicemail and dealing with call backs promptly including cancellations/rescheduling of appointments.
- Dealing with enquiries to the service by patients and their family, health professionals.
- Attention to detail is vital in this work at all stages of data entry, taking and recording messages and communications within the service.
- Entering data accurately according to IAPTus programme requirements and service procedures. Extracting information on request to assist Locality Manager and Clinicians.
- Receive, distribute and despatch mail, ensuring confidentiality is maintained.
- To carry out typing, word processing of reports, documents and correspondence.
- To undertake photocopying duties as required.
- Assist with setting up and maintaining filing systems.
- Carry out general office duties as appropriate, using equipment as provided.
- Assist in receiving visitors and making appointments where necessary.
- To log and chase any building maintenance issues timely and effectively.
- Inclusion Thurrock is a 08:30 20:00 hr service and staff are required to work evenings and late shift, currently one evening per week. Work flexibly as a team and support each other as needed.
- Required on an ad-hoc basis to lock up the office in accordance with the current lock up procedures when completing a late shift.
- Responsible for providing high quality administrative support to the multi-disciplinary psychological therapies team including room bookings, responding to staff sickness alerts and batch distribution of patient correspondence.
- Diarise work to be completed weekly / monthly.
- Working at reception desk on a rota system.
- Complete any course administration and update on the system accordingly.
- Take minutes at monthly team meetings. (rota)
- Responsible complete processes for petty cash.
- Expected to use own initiative to deal with routine matters.
- Every morning attend to overnight answerphone messages (staff reporting sickness absence, patient appointments to be cancelled, patients self-referring etc); responsible for prioritising call-back tasks and organise distribution of workload among the team.
- Responsible for monitoring batch printing requirements and ensuring timely action or delegating to other team members if necessary.
- Close liaising with Senior Administrator to organise own workload to meet priority needs and reduce risks to service quality.
Person Specification
Work Experiance / Knowledge
Essential
- Excellent IT skills, Including knowledge of Microsoft Packages & Outlook
- Broad knowledge of using office facilities
- Good interpersonal skills and communication skills
- Good secretarial / reception skills
- Ability to some flexibility in working hours including some evenings
- Excellent verbal and written communication skills, including telephone skills
- Knowledge of GDPR policies and patient / service user confidentiality
- Ability to manage own workload and manage own time.
Desirable
- Experience of working in Primary Care Services
- Experience of working in a Mental Health setting.
- Experience of inputting referrals onto a database
- Experience of working in a fast paced / busy team
- Able to work on own initiative as well as an excellent team player
- Experience of liaising with Service Users and other agencies.
Excellent IT skills.
Essential
- Previous I.T experience essential
Person Specification
Work Experiance / Knowledge
Essential
- Excellent IT skills, Including knowledge of Microsoft Packages & Outlook
- Broad knowledge of using office facilities
- Good interpersonal skills and communication skills
- Good secretarial / reception skills
- Ability to some flexibility in working hours including some evenings
- Excellent verbal and written communication skills, including telephone skills
- Knowledge of GDPR policies and patient / service user confidentiality
- Ability to manage own workload and manage own time.
Desirable
- Experience of working in Primary Care Services
- Experience of working in a Mental Health setting.
- Experience of inputting referrals onto a database
- Experience of working in a fast paced / busy team
- Able to work on own initiative as well as an excellent team player
- Experience of liaising with Service Users and other agencies.
Excellent IT skills.
Essential
- Previous I.T experience essential
Additional information
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).
