Senior Administrator

Job Summary An exciting opportunity has arisen for a self‑motivated, efficient and friendly individual to join our welcoming and dedicated Clinical Health Psychology team. This role is integral to the success and smooth running of this team and is highly valued. As a Senior Administrator, you will work on site, contributing to an efficient and effective admin service within the busy Clinical Health Psychology Department based at Stratford Healthcare, Stratford upon Avon. You will be the first point of call for many of our patients. Previous NHS experience is essential. You will need excellent communication skills, a patient‑centred approach, an eye for detail, excellent organisational skills and the ability to use your own initiative. Previous office/administrative experience, knowledge of databases and Microsoft Office including Outlook is necessary. Main Duties Provide a comprehensive, efficient, and responsive administrative and clerical support to assist the Clinical Health Psychology Department to maintain an efficient and effective workflow. Contribute fully as a member of the Clinical Health Psychology team working closely with colleagues within the function to ensure a patient‑centred approach. Act as the first point of contact for all members of the team, communicating with staff and patients via telephone, email and face‑to‑face. Make patient appointments, update waiting lists, use databases and type standard letters. Manage the psychology general email inbox, retrieve referrals as necessary and coordinate queries, including liaison with the team about risk and action. Retrieve and handle messages, make telephone calls as required, and record and relay accurate messages. Input new patient referrals onto the relevant electronic patient record systems. Complete associated admin following referral meetings, including updating databases, sending out letters, making patient appointments and allocating the patient to a clinician on the database and waiting list. Assist in maintaining and updating the waiting lists for the Department, ensuring data accuracy in accordance with current guidelines. Take calls from colleagues and other services, addressing the complexity of which of multiple services the patient should be referred to, and escalating appropriately. Take calls from patients who are distressed, struggling with their mental health, where there are barriers to understanding due to difficulties with language and cognitive understanding, or where there are physical barriers/restrictions due to illness. Explain complex information about psychological assessment, therapy and interventions to referrers and patients, including why a referral has not been accepted. Know your limitations and boundaries in communication and liaise effectively with an appropriate clinician. Make appointments for new and existing patients using Microsoft Outlook, maintain a record of appointments, and handle changes with judgement. Coordinate clinician diaries and use our own judgement within guidance when making multiple appointment types. Regularly speak to emotionally distressed patients and family, both on the phone and in person. Deal with angry or confused patients about referrals, health treatment or discharge both on the phone and in person. Greet patients/staff members who come to reception with a welcoming helpful attitude and direct them to the correct department. Demonstrate processes and lead induction to new trainee psychologists, students and staff. Compile patient files accurately and timely. Maintain patient record filing systems, ensuring all records are accurately archived and retrieve as required. Provide general administrative duties such as typing letters, sending patient letters and questionnaires, scanning documents. Disseminate incoming post appropriately and action outgoing post, ensuring priorities are maintained. Photocopy, fax and perform any other clerical duties required. Provide short‑term cover for colleagues during periods of leave. May be required to undertake some moderate lifting and handling. Compensation and Work Details Pay scheme: Agenda for Change Band: 3 Salary: £24,937 to £26,598 per annum Contract: Permanent Working pattern: Full‑time Reference number: 203‑SS1152 Location: Stratford Healthcare, Clinical Health Psychology Dept, Building 1, 2nd Floor, Stratford Healthcare, Arden Street, Stratford upon Avon, CV37 6NQ Qualifications Level 3 RSA/NVQ in relevant administrative field or equivalent experience. Experience Previous significant office experience, ability to manage an alphabetical filing system. Experience of managing own workload. Experience of working in the NHS. Desirable Experience using NHS IT systems, e.g. PG, Lorenzo. Skills Excellent communication skills. Compassionate telephone manner. Able to prioritise tasks. Demonstrates potential to work under pressure with multiple competing priorities. Demonstrates understanding of patient confidentiality. Working knowledge of Microsoft Office including Outlook and Excel and excellent keyboard skills. Working knowledge of using databases and NHS systems. Personal Qualities The ability to work alone and manage own workload. Accuracy, an eye for detail. Compassion and kindness when working with those in distress. Able to interact with a variety of staff. Able to maintain confidentiality. Flexible and adaptable. Ability to use initiative. Understanding of own limitations and boundaries in patient contacts. Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website. Employer Details South Warwickshire University NHS Foundation TrustStratford HealthcareClinical Health Psychology Dept, Building 1, 2nd Floor, Stratford Healthcare, Arden Street, Stratford upon Avon, CV37 6NQWebsite: https://www.swft.nhs.uk/ #J-18808-Ljbffr