Team Administrator/call Handler

We are looking for an experienced Team Administrator with a "can do" attitude to provide administrative support within our West Specialist Older Adults Mental Health Service based at Mill View Hospital. The clinical team consist of Consultant Psychiatrists, Nurses, Occupational Therapists, Clinical Psychologists, Social Workers and support workers. The successful post-holder will need to be able to demonstrate exemplary communications skills, tact and diplomacy, along with the ability and desire to work as part of a team in a clinical mental health setting. Tasks will include responding to calls from service users and their carers, managing the generic mail box, supporting the wider clinical team with room booking requests, scanning and copying. There may be occasions you will be asked to take notes at Best Interest Meetings. The post holder will be required to work as part of a small admin team in a large admin room. Full training will be provided in relation to our Patient Information System. You will undertake a two day Trust Induction followed by a two week team induction where you will be allocated a buddy for support. Call Handler Receive and manage a high volume of complex and sometimes distressing incoming telephone calls from service users, GPs and other agencies. You will signpost and liaise with clinicians to ensure calls are managed and dealt with appropriately. Team Administrator Room Bookings Scanning and copying Dealing with internal and external post Ordering transport Liaising with the interpreting services Note Taking (occassional) Clinic Typing In return for your skills and commitment we can offer you interesting and rewarding work within a supportive team that prides itself on providing regular learning and development opportunities and management supervision. The organisation provides excellent training opportunities, regular learning events and networks with a professional administration structure in place. To provide a comprehensive range of secretarial and administrative services to the team. To liaise with other departments and services and to respond effectively to enquiries from the general public, service users, referrers and other agencies. To consistently deliver a client focussed service, which promotes good customer service and effective working relationships The Team Administrator will provide a full administrative service, having daily liaison with a wide range of staff at all levels and regular contact with people who use services and their carers, who may at times be distressed or angry. The Team Administrator will be responsible for ensuring the effectiveness of the office environment for the team. To provide comprehensive and efficient secretarial support to the team; this will include handling all aspects of correspondence, including processing referrals and dealing with telephone enquiries. - Liaise with other directorates and staff at all levels, both internally and externally. - Ensure that all documents and correspondence are filed correctly. - To produce from audio and hand written notes, word processed letters and reports to a high standard of presentation and accuracy using appropriate Trust templates, in line with Trust guidelines. Some letters and reports may contain very distressing content. - To be responsible for initiating and sending out, without reference, routine correspondence and a variety of self help information. To organise transport, interpreters and other services for service users as and when required To accurately record messages and information from any callers and to initiate appropriate procedures, maintaining effective channels of communication. - To act as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved. - To liaise with external agencies. - To assist in room allocation - To ensure compliance with departmental policies and procedures with regard to the security of the building. - To provide cover for other secretarial and administrative staff - To participate in the Trust’s supervision and appraisal system