Team Administrator

4 months ago

London, United Kingdom Central and North West London NHS Foundation Trust Full time

CNWL is looking to recruit a band 4 team administrator for the Westminster Older Adults and Health Ageing Community Mental Health Team. This is a dynamic service offering mental health and social care support to older adults in Westminster who suffer from functional disorders and dementia.

The successful applicant may have contact with patients or service users. 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.

The post holder will be responsible for providing a full range of administrative support to the team. This will range from managing general correspondence to data inputting of clinical activity on Trust and local authority databases. The post-holder will be expected to work without immediate supervision in order to enable the team to carry out a range of clinical activity as quickly and effectively as is required.

The post holder will work closely with other administrative staff, sharing work where necessary and providing cover for break and leave purposes

The team believes in making a real difference to the lives of older adults by providing a service that is non-hierarchical, multi-functional and multi-disciplinary, drawing on the expertise of all team members to deliver person-centred assessment, care and support. We work continuously to instil a caring and compassionate culture. We have created a cohesive and proactive team of professionals who are empowered to work together to deliver the best care for our service users and carers. It is a multi-disciplinary team that consists of medical staff, nursing, occupational therapists, care managers, support workers, assistant and clinical psychologists, administrators and support workers.

Secretarial

1.1 To prepare and distribute documents for approval as directed, ensuring that all policies and procedures are adhered to.

1.2 To keep timetables and diaries for medical and other members of the team as required.

1.3 To carry out a range of administrative tasks (incoming and outgoing post, faxes, photocopying, taking messages etc) and to be able to provide cover for other, administrative team members as and when required.

Administrative

2.1 To deal with telephone calls, correspondence and direct contacts with clients and internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and referring complex matters to relevant senior members of staff.

2.2 To attend the team meetings as required and to be an active participant in the monthly administrative team meeting.

2.3 To act as secretary at meetings, taking and distributing minutes as appropriate, and to act as chair of the administrative team meeting on a rota basis with colleagues.

2.4 To ensure that administrative systems within the team are operationally effective, advising the Office Administrator of any issues or concerns.

2.5 To report all request for repairs through the Office Manager.

2.6 To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.

2.7 Handling and processing the cash float according to the organisation’s procedures.

Data Administration

3.1 To input and retrieve service user details and statistical data into the relevant Trust and local authority service user information systems.

3.2 To work with administrative colleagues to set up and maintain effective filing systems for the team and to record the movement of any paper-based service user or team records according to Trust and local authority policy and procedures.

3.3 To assist the team to carry out any audits of team records and ensure that records are archived as and when appropriate.

3.4 To ensure that the confidentiality of service user related information is

maintained through careful and secure systems of work, and with an awareness of the Data Protection Act.

Communication

4.1 Team staff - to liaise effectively and maintain positive working relationships with administrative and clinical staff within the team and respond promptly to ad hoc enquiries and requests from team members.

4.2 Service users, carers and relatives - to provide non-clinical advice and

information, acting as a Patient Advice and Liaison Officer.

4.3 Visitors/Public - to provide non-clinical advice and information.

4.4 Health and Social Services staff - to receive and provide information relating to patients, closed cases and new referrals.

4.5 General Practitioners and other referrers - to receive and provide information relating to patients and the service.

4.6 Outside agencies - social services, voluntary organisations - to receive and provide information relating to patients and the service.

OTHER DUTIES

Management of Resources

5.1 To supervise the w

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