Administration Coordinator

**JOB DESCRIPTION**

**TITLE**: Administration Coordinator

**ORGANISATION**:University Medical Centre Talking Therapies

**ACCOUNTABLE TO**: Operations Manager

**Job Purpose**

Reporting to the Operations Manager this role is pivotal in providing administrative support to our NHS Talking Therapies service with additional responsibilities for HR processes.

Acting as the initial point of contact for all referrals into the service, and supporting our patients through their journey with us. A high level of administrative skills and an ability to work flexibly and prioritise your work to meet the needs of the service will be required.

The postholder will support our patients, who may be experiencing depression or an anxiety disorder, ensuring that the patients journey is managed efficiently and in line with our key targets and agreed timescales. The post-holder will work with people from a range of cultural backgrounds and ages and will be committed to equal opportunities.

With additional responsibilities with support the HR function of our service, the post requires someone with an understanding of recruitment processes and an ability to coordinate and manage a strong and effective recruitment system, that ensures our workforce can grow to meet the needs of our patients. The post holder will be responsible for ensure that all mandatory training, accreditation and insurance requirements of all staff are adhered to in line with our statutory requirements and in line with the UMC policies and procedures.

**Main Duties and Responsibilities**
- **Operational**:

- Act as first point of contact for all referrals and all external communications received by the

Service. Respond in line with the agreed service approach, processing the information and sharing information with colleagues as necessary to ensure appropriate response.
- To efficiently and effectively record all patient information on our patient management system and to ensure that all risk and relevant protocols are followed, utilising the duty team support to appropriately manage any patient risk.
- Collect data as required within the service and in line with the NHS IAPT manual, communicating this request to patients in a sensitive manner.
- Entering the IAPT minimum data set information such as PHQ-9 and GAD-7 measures onto our patient management system, following correct internal processes to manage and clients presenting with risk, so that our patients receive the most appropriate care at the earliest opportunity.
- Taking a proactive approach in obtaining missing data such as NHS numbers.
- Booking client assessment and treatment appointments in line with service process, and re
- booking any through cancellations following the service procedure for appointment management.
- Communicate effectively with other members of the team both clinical and non clinical.

Working with colleagues to ensure that service administration cover is maintained at all times escalating as appropriate to the Operations Manager any workforce challenges that might impact on administration capacity.
- To improve upon existing procedures and contribute to changes that ensure the service remains efficient and effective in all administrative processes.
- Operate at all times from an inclusive values base which promotes recovery and recognises and respects diversity.
- Ensure all incoming and outcoming mail is processed in a time appropriate manner.
- **HR**:

- Act as central point of coordination for all recruitment of staff to the service, including regular liaison with the Operations Manager to ensure adverts are update, reflect service need and advertised to ensure maximum publicity.
- Coordinate staff onboarding and induction scheduling liaising with Operations Manager,

Teams Lead and Assistant Practice Manager as necessary to ensure all processes are completed. To include requesting and collation of recruitment checks, DBS and all associated statutory checks required for individuals to commence employment.
- Ensure regular monitoring of staff accreditation and insurance for all service staff remains compliant and in date, acting in advance to escalate any upcoming potential expirations to the individuals, Team Leads and Operations Manager.
- Regularly monitor and provide updates to the management team or staff compliance with mandatory training requirements and appraisal information.
- Check accuracy of all invoices received by the service for external services that include room rental and affiliate staff. Checking for accuracy before passing to the Finance Team for payment.
- As part of staff induction coordinate and deliver IT system training to ensure staff are aware of how to correctly use the systems. Individually deliver top up to staff as and when required to support their clinical work.
- **General**:

- Contribute to the development of best practice within the service, to promote efficient and

SMART working.
- Be aware of your duty and responsibility towa