Administrative Support Coordinator

3 weeks ago


Basingstoke, Hampshire, United Kingdom Southern Health NHS Foundation Trust Full time

Job Overview

We are seeking a dedicated individual to join our Administration Team, providing essential medical secretarial assistance to facilitate the efficient functioning of our Community Mental Health team. This role involves effective communication with various internal and external stakeholders while ensuring a positive customer service experience for all patients.

Key Responsibilities

- Manage incoming referrals, ensuring they are directed to the appropriate clinician for assessment and maintaining an organized database of all new accepted referrals.
- Enter referrals into the primary electronic database, ensuring accuracy of demographic information and uploading relevant documents.
- Liaise with Service Users to schedule assessments, monitor waiting times, and coordinate follow-up appointments as necessary.
- Provide secretarial support to members of the Community Mental Health Teams, including social workers and nursing staff, while upholding patient confidentiality at all times.
- Prepare assessment summaries, reports, and correspondence, ensuring the confidentiality of patient records is preserved.
- Assist the Admin Team Leader in maintaining adequate coverage for team duties and perform any ad hoc tasks as required, which may include reception duties.
- Attend meetings, take minutes, and distribute them promptly.

About Southern Health NHS Foundation Trust

Southern Health is a prominent NHS Foundation Trust in the UK, specializing in mental health and learning disabilities, in addition to providing community-based physical health services.
With a workforce exceeding 7000 across more than 200 locations in Hampshire, we are committed to delivering exceptional healthcare, catering to diverse communities, and prioritizing the needs of both patients and staff.

We are currently collaborating with other NHS Trusts to integrate our community, mental health, and learning disability services into a new organization, set to enhance accessibility and career development opportunities for our staff.

Role Requirements

For further details regarding the Trust and this position, please refer to the attached Job Description and Person Specification document.
We are open to discussing flexible working arrangements during the interview process.

Qualifications

Essential

  • Proficient in written and spoken English to GCSE level.
  • Familiarity with word processing, spreadsheets, and communication tools.
  • Experience in typing, minute-taking, and administrative support.

Desirable

  • Qualifications in administration and minute-taking.
  • Knowledge of medical terminology.

Experience

Essential

  • Proven ability to establish efficient office systems.
  • Experience in public interaction and excellent telephone communication skills.
  • Competence in various software applications, including Microsoft Office Suite.
  • Understanding of equal opportunities policies.
  • Experience in appointment scheduling and diary management.

Desirable

  • Skills in audio typing.
  • Familiarity with RIO system.

Additional Criteria

Essential

  • Customer-focused with excellent interpersonal skills.
  • Ability to remain calm under pressure.
  • Organized and adaptable to changing service needs.
  • Strong attention to detail and willingness to undertake relevant training.

Desirable

  • Experience in health or adult services.
  • Understanding of medical terminology and mental health conditions.

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