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Administrator Talking Therapies
7 months ago
The Hillingdon NHS Talking Therapies team is looking to recruit an experienced Administrator to join a busy psychological therapies service. Current or prior experience of working in the NHS and in mental health services, especially in a Talking Therapies (IAPT) service, will be an advantage.
The main service hub is in central Uxbridge. The post holder will work with a team of administrators providing 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.
We are a psychological an NHS Talking Therapies service, providing brief therapies to adults with anxiety, depression and relational problems. The team is friendly and supportive and values the support given to them from a committed administrative team. The current postholder is retiring and we hope to fill the vacancy with someone with comparable experience and a good attendance record.
The post holder will be required to carry out administrative tasks that are essential for the service such as referrals bookings, data entry, arranging appointments and other duties as appropriate that support a large team of clinicians and enable smooth functioning of the service. 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 with IAPTus, the NHS Talking Therapies patient data base, 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 Business Support Manager Administrator and the service management team.
Hillingdon NHS Talking Therapies is a large, well established and busy psychological therapies 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 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 non-clinical 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 risk to relevant senior members of staff.
To prepare documents 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 word-processing 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 administrative tasks (post, faxes, photocopying, taking messages etc)
To liaise with internal and external suppliers and ensure that adequate stock levels of stationery and other non-clinical equipment are maintained at all times.
Patient Administration
To input and retrieve patient details and statistical data into the relevant patient information system.
To make sure information is updated on the data systems in use in the various phases of the referral process including post assessment, treatment and closure of cases.
To be responsible for the administration and coordination of clients seen in the Talking Therapies service wherever the location of
