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Administrator Talking Therapies
3 months ago
The Hillingdon NHS Talking Therapies team is looking to recruit an experienced Administrator to join a busy psychological therapies service.
The postholder will be primarily responsible for managing Subject Access Requests for patient records and applicants should have substantial experience in this area.
Other administrative functions are also covered by the postholder alongside managing Subject Access Requests.The main service hub is in central Uxbridge. The post holder will work with a team of other administrators to provide support to patients and clinical staff. At this time staff are working a mixture of site
- and home-based days with an ongoing review of this ratio based on service need. The admin team is friendly and supportive, providing backup to the team and one another.
We are a psychological an NHS Talking Therapies service, providing brief therapies to adults with anxiety, depression and relational problems.
Prior experience of working in the NHS and in mental health services, especially in a Talking Therapies (IAPT) service, will be an advantage.
They will also be required to carry out essential service administrative tasks including referrals bookings, data entry, arranging appointments and other duties to support a large clinical team.
Reception and telephone cover, which includes for extended hours clinics up to 6.00 pm run by the service are essential elements of the role.
The post holder must possess excellent communication skills, both written and verbal, be able to prioritise and manage multiple tasks and be flexible to the needs of the service.
Prior experience of working in the NHS and in mental health services, especially in a Talking Therapies (IAPT) service, will be an advantage.
The postholder must also have a high level of proficiency and experience of working with electronic databases and spreadsheets such as Excel.
The post holder will receive regular supervision and support from the Senior Administrator and work alongside other team administrators in the service.
Alongside high and low intensity CBT interventions, the Hillingdon Talking Therapies service also has a counselling service which provides DIT, counselling for depression and generic counselling.
Service provision is also in community health centres, voluntary sector organisations and also GP practices across Hillingdon.The Hillingdon Talking Therapies service also works closely with other Talking Therapies services under Central and North West London NHS Foundation Trust.
As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
- To be responsible for managing Subject Access Requests for clinical notes as requested by patients, their representatives or external agencies; to maintain a system for recording requests and progress on each; liaising with the Trust SARs lead; managing the release of clinical records in line with IG and data requirements; copying and releasing note
- To be responsible for the day to day management of the office and the development, implementation and maintenance of high quality office practices and procedures to ensure that all nonclinical requirements of the team are met.
- To provide a receptionist service for the service as required. To deal with telephone calls, correspondence and direct contacts with clients and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer complex matters or matters relating to clinical riskto relevant senior members of staff.
- To prepare documents by copy or audio typing using Microsoft office software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.
- To be fully conversant with computer packages, promoting good presentation, including wordprocessing and spreadsheets.
- To arrange meetings and training events for the team as and when required.
- To act as secretary at meetings if required, taking and distributing minutes as appropriate.
- To set up and maintain an effective filing system for the department.
- To take responsibility for ensuring that adequate stock levels of stationery and other clinical equipment are maintained at all times as required and order/procure regularly as needed.
- To maintain a central record of annual leave, sickness, study and authorised and unauthorised absences when required.
- To ensure that the record of availability of staff on a daily basis is updated for all staff.
- To carry out a range of administrat
