Administrative Assistant

2 weeks ago


Shrewsbury, United Kingdom Midlands Partnership NHS Foundation Trust Full time

The Shropshire Mental Health Support Team which sits within the BeeU Service, provides support to a number of schools within the Shropshire area. The current Team Administrator is due to commence maternity leave at the beginning of December and we therefore require an enthusiastic administrator to provide ongoing support to the existing team as well as offer support to a new Mental Health Support Team that will start in January 2023.

The Bee U service is a partnership between Midland Partnership Foundation Trust, The Children’s Society, Kooth and Healios. We all work together in multi-disciplinary teams in the interests of children and young people across Shropshire and Telford & Wrekin.

**Your main duties will include**:
Receiving and uploading referrals onto the clinical patient record system.
Arranging appointments for children and families and sending out offer of service letters to families, accessing support from the team.
Handling telephone queries and messages.
Managing purchasing orders and replenishing stationary supplies.
Attending team meetings as required.
Taking team meeting minutes.
Responding to photo-copying and printing requests.
Providing data for service quarterly returns.

You will be working with a team of friendly practitioners, who demonstrate Trust values and value each others contribution to the service.

MAIN DUTIES AND RESPONSIBILITIES
- Receiving and uploading referrals onto Clinical Patient Record.
- Acting on correspondence - responding to, or referring to the appropriate person
- Providing routine advice on areas of knowledge/expertise, in a manner relevant to the audience and topic area (ie patients, carers, complexity)
- Liaison with partner services and organisations as required.
- Preparation/completion of routine documents, including letters, reports, presentations and forms e.g. purchase order requisitions
- Handling telephone queries.
- Assisting patients/clients/relatives during incidental contacts, providing non clinical advice and information to patients/clients/relatives
- Maintain team resource folder as required.
- Communicating complicated information to staff from other departments

1. The role will require capacity to make decisions, which may require consideration of a range of options, such as:

- Judgements on how to deal with enquiries, patients/carers/external contacts
- Prioritising work, resolving conflicting diary appointments and schedules

2. Responsible for data entry, text processing or storage of data compiled by others, utilising paper or computer based data entry systems. Particular systems used in this role are detailed under ‘Specialist/Technical requirements’. This may include activities such as:

- Taking and transcribing formal minutes
- Producing statistical reports
- Maintaining information systems
- Prepare and produce documents, letters, reports, presentations including clinical letters and assessments.

It is probable that the role will require use of VDU equipment for a substantial proportion of time, and does require advanced keyboard skills.

3. Understanding of a range of routine work procedures some of which may fall outside of the immediate work area. To be guided by precedent and clearly defined occupational policies, protocols procedures and codes of conduct relevant to work area. There may be a requirement to comment on and implement secretarial and administrative policies for own work area.

4. Planning and organisation of straightforward tasks, activities or programmes. This may include activities such as:

- Maintaining an effective ‘bring forward’ system
- Co-ordinate programmes of work (such as training schedules or the use of rooms)
- Adjusting clinic times/appointment times as necessary
- Arranging team meetings

5. Responsible for maintaining stock control and/or security of stock, with particular emphasis on stationary but also extended to the management and control of other resources such as clinical/medical stock or projectors and laptops.
- Receipt of goods

6. Maintaining stock levels

This job description is not an exhaustive document but is a reflection of the main duties at the date of publication. The job description will be reviewed on a regular basis and any changes introduced after consultation with the post holder.



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