Senior Administrator

2 weeks ago

St Albans, United Kingdom Hertfordshire Community NHS Trust Full time

Responsible for processing all referrals to MHST in a timely fashion including preparation for screening and registering on Systm1 under the direction of the Development Lead. This may involve informing parents/referrers of the outcome of processing the referrals. To plan and organize appointments for the team; demonstrating skills of tact, diplomacy and understanding in negotiating with parents who may at times be highly distressed and volatile. To be the first point of contact when dealing with all enquiries.

To respond in a courteous, diplomatic and discreet manner, liaising with the parents of referred children, other departments, hospitals, schools and outside agencies as necessary. Communicating with other professional members of staff within the Trust and external agencies on behalf of the Service Leads and Department using verbal and written communication skills. Organise assessments, ongoing therapy, reviews, appointments and meetings as requested by the team members. Cancel and re-arrange existing booked appointments and meetings including at short notice.

To assist the Development Lead in the effective organisation and maintenance of established office systems. To undertake aspects of review and set up new office procedures when required by the Development Lead. To ensure all correspondence and documents are added Systm1 records and ensure confidentiality is always maintained. Ensure that legal requirements are followed regarding the handling of medical records.

Responsible for discharging clients from Systm1. To discuss administrative and planning issues at the Administration Team meetings. To take minutes at meetings as required. Taking accurate messages for individual staff members ensuring any requests or queries are passed on appropriately and in a timely fashion.

To deal with confidential correspondence including complaints and reports. These may relate to both CYP and staff. To deal with department mail including the confidential mail. Sorting and processing both external and internal mail.

To liaise with the Development Lead to ensure the smooth running of the service Ability to maintain judgement under pressure and work within agreed deadlines. To make appropriate decisions on matters arising and refer relevant matters on to the most suitable person To be able to manage constant changes to plans and work without direct supervision and use independent judgement. To use own initiative in designing and completing forms for collection of data and the use by the professional staff. Responsible for keeping a central up-to-date diary for team members alongside the other Administration team members.

Processing in-coming and out-going mail including courier services etc. To participate in devising and implementing new policies for own area alongside the CYPMHS services as appropriate. To comply with organisational and departmental policies and to be involved in reviewing and updating as appropriate. Information Management Record referrals, DNAs, ethnicity, smoking status and any other information considered necessary on Systm1 and provide statistical details as and when required.

Use of Systm1 to record relevant administrative and team activity, including inputting activities for individual team members in a timely fashion (within 48hours). Assist and give advice to other users. Keep up to date with training and support new staff in their training. Demonstrating established office systems to new staff and arranging their access to IT systems Assisting staff with problems or difficulties in the use of relevant IT systems To be efficient and skilled in the use of spreadsheets, databases tables etc.

To collate statistical information on spreadsheets. Collating information and assisting in organisation of service audits Finance and Resource Management Responsible to Operational Lead for effective and efficient use of available resources. Responsible to Operational Lead for identification of resource issues affecting service delivery. Responsible for ordering supplies and stationery and maintaining stock control for the service using NHS supplies and logistics.

Responsible for raising requisitions for equipment for the service over all sites using NHS based IT systems. Responsible for tracking, verifying requisitions and invoices and acknowledging goods received and chase up orders as required.

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