Team Administrator
5 months ago
We are looking for an enthusiastic, motivated and dedicated part-time administrator who will enjoy challenges in doing a variety of tasks to join the Maternal Trauma and Loss Care Service base at St Charles Hospital. The post holder will be responsible to provide a full range of administrative support to the team. They will support the Operational Manager and the consultant psychiatrist to ensure that the service runs effectively and efficiently and that referrers, partners, service users and their families/carers experience a responsive and friendly service.
The post will be pivotal in providing administrative support to the team in the establishment of the ethos of the team and to the integration of Perinatal Mental Health and Maternity Services through the development and maintenance of good working relationships and collaborative partnerships with the inpatient and community maternity services.
The post holder will be required to work with minimum supervision and take the initiative in prioritising their workload to ensure service objectives and deadlines are met.
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 in our healthcare settings.
Maternal Trauma and Loss Care Team Administrator will provide administrative support to the local service. They will work 37.5 hours within service level standards to deliver an efficient and effective service; dealing with telephone and personal inquiries from patients, carers and members of the public, GPs and other healthcare professionals and statutory and non-statutory organisations.
The Team Administrator will provide non-clinical information and advice to patients and relatives within the boundaries of the role. They will also be taking accurate messages, timely responding appropriately and passing information on in the appropriate manner as well as escalating issues to clinical staff appropriately.
The post holder will provide administrative support to the team to assist in data collection, audits, research and service development. They will also provide the commissioners with regular evaluations of service activity and efficacy. Although the role and responsibilities have been outlined within this job description, it is important that the new post-holder is flexible, innovative and has a positive attitude to change as the service continues to develop.
Central and North West London NHS Foundation Trust (CNWL) delivers community perinatal mental health services in 5 boroughs; Brent, Harrow, Hillingdon, Kensington & Chelsea and Westminster. Our teams provide mental health support and services for women/birthing people and their families during pregnancy.
Administration Duties
To provide a welcoming and efficient reception service to all visitors
To deal with incoming telephone calls, and outgoing correspondence as appropriate, using judgment and discretion to ensure that items needing urgent attention are brought to the attention of relevant staff
To take clear and precise messages dealing with all queries as appropriate in a professional manner
To type correspondence as agreed by Operational Manager.
To photocopy and distribute information as requested by members of the team To prioritise own workload to ensure that deadlines are met
To organise and co-ordinate meetings including referral meetings and team meetings, appointments, training events and seminars on behalf of the team To prepare and distribute documents by copy or audio typing using Microsoft Office software (letters, memos, assessments and reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
ToBook medical reviews, Pre-Birth Plan meetings and other appointments with health professionals as necessary.
To organise requests for medical and other investigations/testing (blood tests, X-rays, etc) and ensure that results are available when required.
To ensure that all necessary documents are available on time for the clinical team to carry out their work effectively including the conveyance of documents from different sites. To attend meetings, take and distribute minutes and initiate agreed follow-up action as directed by the Operational manager and Senior Administrator
To support the production of information for professional visits
To prepare physical space and refreshments for visitors
To issue and maintain patient care files in line with CNWL Trust Care Records and care File Policies and carry out spot checks to ensure compliance
To scan all patient correspondence and all other patient-related information in a timely manner
To liaise with other Hospitals and Departments to obtain previous medical records when appropriate To support an annual audit of all care files, identify files that should be archived in line with CNWL Trust poli
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