Administrative Support Coordinator

3 weeks ago

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

Job Overview

Join our Administration Team as a vital contributor to the operational success of the Basingstoke Community Mental Health team. This role involves delivering comprehensive secretarial assistance while ensuring seamless communication with various internal and external stakeholders, all while maintaining an exceptional customer service experience for our patients.

Key Responsibilities

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

About Southern Health NHS Foundation Trust

As one of the largest NHS Foundation Trusts in the UK, Southern Health specializes in mental health and learning disabilities, alongside offering community-based physical health services. With a dedicated workforce exceeding 7000 and operations across more than 200 locations in Hampshire, we are committed to delivering high-quality healthcare tailored to diverse communities, prioritizing both patient and staff needs.

We are actively collaborating with other NHS Trusts to enhance our community, mental health, and learning disability services. Our new organization, Hampshire and Isle of Wight NHS Foundation Trust, is set to evolve through a phased integration process, ensuring that we continue to meet the unique needs of our communities while providing staff with enhanced career development opportunities.

Role Requirements

Further details regarding the Trust and this position can be found in the attached Job Description and Person Specification document. We encourage discussions around flexible working arrangements during the interview process.

Qualifications

Essential

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

Desirable

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

Experience

Essential

  • Proven ability to establish efficient office systems and processes. Experience in public interaction and maintaining a professional telephone demeanor.
  • Competence in using various software applications, including Microsoft Office Suite.
  • Commitment to the Trust's Equal Opportunities Policy and experience in managing appointments and diaries.

Desirable

  • Experience with audio typing and familiarity with the RIO system.

Additional Criteria

Essential

  • Customer-focused with excellent interpersonal skills. Ability to remain calm under pressure and demonstrate flexibility in work approaches.
  • Proven track record in prioritizing tasks effectively and a keen attention to detail.
  • Willingness to engage in relevant training opportunities.

Desirable

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

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