Assistant Team Administrator

3 months ago


Colchester, United Kingdom Hertfordshire Partnership NHS Foundation Trust Full time

The post holder will provide support to the Admin Team and clincians. The post holder will operate sometimes without direct supervision, using independent judgement and control a defined workload.

All staff should comply with the Trust’s Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
- To plan and update diaries as and when necessary
- To manage and prioritise incoming mail
- Chasing actions, outputs and outcomes
- The post holder will be expected to establish and maintain effective bring-forward and filing systems.
- Handling queries from colleagues and others connected with the services.
- To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
- To maintain service users data on PARIS
- To deal with all service user enquiries, exercising initiative with regard to necessary action, using sensitivity and tact.
- Ensuring all messages are relayed as quickly as possible to Managers and their teams
- Handling queries from colleagues and others connected with the services.
- Keep data/information systems up to date and stores information correctly and safely. Admissions: preparation of folders if service user is new to the service, or the receiving of old folder if transferred, logging of admission onto Paris.
- Recording of staff training and logging of attendance to training
- Responsible for informing services users/carers, colleagues and outside agencies of appointments, changes to appointments, cancellations in person, telephone or by letter.
- Inputting to spreadsheets
- Minute taking
- Ordering Procurement (P2P)

Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from the Care Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.

Our family of over 3500 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.

The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
**Our Trust values are**:
Welcoming. Kind. Positive. Respectful. Professional.

These values are at the core of who we are, everything we do, and how we do it

Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?

Then please read on ”
- Range of work procedures and practices; base level of theoretical knowledge.
- Knowledge of secretarial or administrative procedures and systems, some of which are non-routine and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience.
- Resolves problems, eg locating notes, appointment issues, accuracy, ward issues when responding to queries.
- Escalating issues when necessary.
- Prioritises work
- Exercises judgement when dealing with enquiries.
- Analyses information to resolve problems for patients, carers and staff. Eg diary conflicts


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