Bank Team Administrator

1 month ago

Seaford, United Kingdom Sussex Partnership NHS Foundation Trust Full time

Job summary

We are recruiting a Bank Team Secretary/Receptionist with a desire to make a difference, to work hard and to further their knowledge, skill and experience in a supportive and progressive environment.

Your focus in this role will be to provide a comprehensive range of secretarial and administrative services to the Health in Mind team and receptionist duties at one of our community sites

Main duties of the job

- Managing and booking client appointments for a team of clinicians

- Managing, prioritising and keeping up to date with your own work load

- Dealing with incoming and outgoing calls to clients and health professionals

- Responding to incoming emails from clients and health professionals

About us

At Health in Mind, we support people suffering from mild to moderate anxiety and depression. Our interventions are diverse and evidence based, ranging from guided self-help and face-to-face or telephone support to workshop courses.

We can offer you one of the most flexible and accommodating working environments you will find.

The team base is central within the stunning East Sussex countryside though we deliver care from multiple sites. We have multiple community sites across the county and our head office is in Hellingly, however you will be based at one of our community sites following completion of training.

We care about and are committed to the quality of the care we provide. We also take care of our team members to support their own wellbeing. We offer flexible working hours; training opportunities and all team members can involve themselves in projects outside of their day to day roles.

Job description

Job responsibilities

The Administrator will provide a full secretarial and 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 Administrator will be responsible for ensuring the effectiveness of the office environment for the team.

Health and Safety

To ensure Health and Safety standards are maintained and risk is mitigated to the lowest level possible by:

Maintaining good housekeeping standards within own work area immediately reporting hazards and ensuring they are resolved in a timely manner

Bringing to the attention of the relevant party any hazards identified outside of own work area.

Administration

To ensure all administrative support systems are effective by:

To provide an administrative support for your locality

Process incoming paper and electronic referrals

To provide a choose & book system for client appointments

Update Practitioners calendars accordingly

To organise interpreters for clients

Work in accordance with Health in Mind policies and procedures

Supply required data from your locality on a weekly basis

Provide cover for the Health in Mind General Enquiry line

Dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative.

Providing regular monitoring and measurement statistics as required

Preparing, printing and distributing standard forms, documents, letters, etc. as required

Undertaking adhoc duties such as photocopying and filing as and when necessary

Assist in the induction and training of new staff

To provide cover for other administrative staff

To participate in Mandatory supervision and Appraisals

To liaise with external agencies

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.

Reception

To provide an efficient, courteous and responsive reception and telephone service to internal and external customers by:

Greeting and assisting visitors including Health in Mind Staff, Service Users, Contractors etc

Directing customers to appropriate point of contact

To assist in room allocation / bookings

Ensuring that reception area is tidy and presentable

Person Specification

Qualifications

Essential

NVQ 3 or equivalent RSA 3 or equivalent experience and evidence of further practical experience or equivalent Good standard of secondary education; GCSE at Grade C or above or equivalent

Knowledge/Experience

Essential

Proven experience of a range of secretarial procedures Experience of producing documents to a high standard of presentation with good accuracy Experience of maintaining office systems Experience of working as part of a team

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