NHS Talking Therapies Administrator

Job description

Job responsibilities

JOB DESCRIPTION

Post Title: NHS Talking Therapies Administrator

Band: 3

Reports to: Administration Manager

Key Relationships: NHS Talking Therapies Team, Primary Care teams

Location: TalkPlus, The Meads Business Centre, 19 Kingsmead, Farnborough, GU14 7SR.

Hours: 37.5 hours PER WEEK - potential to do part time hours (Days/Shifts to be agreed before appointment but must include one late shift working till 8pm)

Administration Office Hours are Monday to Thursday 08:00 - 20:00 Friday 08:00 - 17:00

Salary Range: £24,937 - £26,598 per annum depending on experience

Main Duties and Responsibilities

• To maintain a range of administrative systems for the NHS Talking Therapies service.

• Responsible for preparing and collating patient referrals ready for input including, sorting from fax, scan, chase patient information, process and file.

• Assist with telephone enquiries from patients.

• Input patient referrals correctly.

• Answer the telephone promptly, efficiently and refer calls, take messages.

• To operate and manage the reception/meet and greet letting people into the department and showing them to the correct areas.

• To contribute to ensuring the requirements for internal and external monitoring and evaluation are met.

• Produce letters, documents and reports.

• Provide administrative support to the NHS Talking Therapies team members as required.

• Monitor discharge procedure by discharging people who have not engaged.

• Sometimes experiencing/dealing with difficult/upsetting situations.

Administration

• Use photocopier and other office machines as appropriate Inc. shredding/scanning.

• Pick up voicemails promptly and action by passing messages on or processing them.

• Facilitate courses by helping to set up and clear down meeting room, preparing refreshments, hand outs and paperwork.

• Process patient Opt-in forms

• Produce, prepare and frank letters ready for posting and deal with all post received.

• Check and maintain stationery supplies including leaflets & documents.

• Maintain filing systems in accordance with systems and procedures.

• Keep patient information updated using the IAPTus System.

• Maintain diaries and work records, including those of the therapists.

• Book/fill appointments.

• Send and respond to email enquiries.

• Keep up to date with relevant policies and procedures and undertake appropriate training.

• Maintain a library of reference material relating to NHS Talking Therapies.

General

• To contribute to the ongoing development of the service and to best practice.

• Work within NHUC policies and procedures.
• All employees have a duty and responsibility for their own health and safety and the health of safety of colleagues, patients and the general public.

• All employees have a responsibility and a legal obligation to ensure that information processed for both patients and staff is kept accurate, confidential, secure and in line with the Data Protection Act (1998) and Security and Confidentiality Policies.

• Undertake not to abuse their official position for personal gain, to seek advantage of further private business or other interests in the course of their official duties.

This list is non exhaustive and other duties may be required to be undertaken to meet the needs of NHUC.

Person Specification

Other

Essential

• Must be able to understand the importance of patient confidentially and a confidentially agreement will be signed by you.
• Strong commitment to collaborative and team working.
• Commitment to NHUCs Equal Opportunities and Diversity policies.
• Willingness to undergo an enhanced CRB check
• Flexibility to cover office hours as required

Knowledge /Skills/Competencies

Essential

• High standard of written and verbal communication skills to communicate clearly and effectively with colleagues, service users, carers and relatives.
• Ability to work under pressure and manage own personal stress.
• Ability to work as an effective team member and form good working relationships.
• Working knowledge of Microsoft Office (Word, Excel, PowerPoint)
• Organised with Can-do attitude
• Reliable with plenty of common sense

Desirable

• Some knowledge of the IAPT programme

Qualifications

Essential

• Educated to NVQ Level 2 or equivalent

Experience

Essential

• Previous administrative experience
• Experience of working in a busy office environment
• Experience of working with a range of colleagues

Desirable

• Experience of working within the NHS
• Some knowledge of mental health issues

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.

Employer details

Employer name

North Hampshire Urgent Care

Address

The Meads Business Centre

19 Kingsmead

Farnborough

GU14 7SR

Employer's website

https://www.nhuc.co.uk/ (Opens in a new tab)