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Administrative Coordinator for Older Adult Services
2 months ago
Job Overview
We are looking for a dedicated Band 4 Administrator to join our team within the Merton Services for Older People. This role supports various services, including the Community Mental Health Team, Home Treatment Team, and Memory Assessment Service, which provide both clinic and home-based appointments while actively assisting families and caregivers.
The MERTON CMHT for older adults is a multidisciplinary team focused on serving individuals with organic mental illnesses and those aged 75 and above with functional illnesses.
MERTON CMHT is a high-demand service that manages a substantial volume of referrals, outpatient clinics, and ongoing monitoring for a client group with complex needs.
Opportunities for Career Advancement:
We are committed to maximizing the potential of our staff and supporting their career goals. Regular line management supervision and access to relevant Trust-wide training sessions are provided to enhance professional development.
Key Responsibilities:
The successful candidate will be responsible for supporting the dynamic Older People's Services and will work flexibly across various teams.
The ideal applicant will possess relevant educational and administrative experience, preferably within a mental health context. Excellent administrative and communication skills are essential, as the administrator will often be the first point of contact for service users, families, caregivers, and professionals. The ability to manage multiple telephone inquiries with sensitivity and compassion is crucial. Candidates should demonstrate strong prioritization skills, the ability to work independently and confidently, and flexibility to meet the needs of the multidisciplinary team in a fast-paced environment.
Flexible Working Arrangements:
We are proud to offer agile and flexible working options as part of our innovative approach to work. This role allows for a work schedule from Monday to Friday, between 9 am and 5 pm, promoting a healthy work-life balance.
About Our Organization:
At South West London and St George's Mental Health NHS Trust, we are committed to inclusivity and diversity, actively working to be anti-racist. We aim to attract individuals from all backgrounds and experiences to enrich our collaborative efforts.
We provide flexible working, career development opportunities, and a range of benefits to foster a positive and welcoming environment where our staff can thrive.
Responsibilities Include:
- Ensuring the accuracy and timeliness of data on RIO and Local Authority systems, producing reports, and alerting the team to any discrepancies.
- Providing monthly returns on the Care Programme Approach (CPA) and other performance indicators as required.
- Ensuring a courteous and efficient reception for all patients and visitors.
- Processing referrals to the team efficiently and responding to urgent cases as necessary.
- Facilitating effective communication within the team by relaying messages and information.
- Handling telephone inquiries with empathy and ensuring timely message delivery.
- Taking minutes during team meetings and distributing them appropriately.
- Managing the booking of outpatient clinics and overseeing their administrative operations.
- Coordinating with the Maintenance Department regarding minor building maintenance issues and supporting services such as domestic, catering, and security.
- Ordering and managing office supplies, ensuring adequate stock levels are maintained.
Candidate Profile:
Essential Experience:
- Proven experience in administrative and secretarial roles.
- Experience working within a multidisciplinary team.
- Frontline customer service experience.
Desirable Experience:
- Experience in an NHS setting or similar large organization.
- Familiarity with computerized databases.
- Experience in community working.
Qualifications:
Essential:
- NVQ Business Administration level 3 or a commitment to achieve it.
- GCSE English or equivalent.
- Evidence of ongoing professional and personal development.
Desirable:
- Evidence of continuing education.
- NVQ Business Administration level 2 or 3.
Skills:
Essential:
- Intermediate computer skills, particularly with Microsoft Office applications.
- Ability to manage a diverse workload amidst frequent interruptions.
- Capability to meet deadlines and work calmly under pressure.
- Exceptional organizational skills and the ability to prioritize effectively.
- Strong communication and interpersonal skills.
- Ability to provide secretarial support for meetings, including organizing, booking rooms, and minute-taking.
Desirable:
- Knowledge of computerized patient databases.
- Understanding of mental health issues.
- Intermediate skills in Microsoft Excel.
- Audio typing skills.
