Team Administrator
2 weeks ago
Job summary
We are looking for a skilled and enthusiastic Administrator who is passionate about working with data to support our NDD Services.The successful candidate will work closely with the team, ensuring that efficient and effective administration support is given to the teams, including the collection and reporting of accurate data sets.
This role require someone who is multi-skilled, with intermediate to advanced Microsoft Office suite skill set (in particular Excel). Previous NHS experience in a mental health or social care environment would be highly regarded but not essential.
Main duties of the job
To be considered for this role you will be dynamic, positive, possess strong organisational and planning skills, and have the ability to effectively support the team as required.
We are looking for a reliable self-starter, who can take the initiative and be assertive in anticipating the needs of the teams. You should be able to work autonomously as well as part of a team. You should have good verbal and written communication skills. Flexibility and confidence in the use of Excel along with attention to details is essential.
Some of the core tasks in these roles will be:
To maintain and submit key performance data within strict timelines Data entry on our Electronic Patient Records (EPR) system To minute Business/Team Meetings To provide support with audits Procurement General administrative functions
About us
At Camden and Islington NHS foundation trust our staff and service users have worked closely to create a set of values that make sure people who use our services get the best possible chance of a rapid recovery.
We have 3 key priorities which are:
Early and Effective Intervention, Helping People to Live Well Research and InnovationThe cultural pillars that help us achieve our key priorities are:
We value each other We are empowered We keep things simple We are connectedBy coming to work at Camden and Islington NHS Foundation Trust you will be joining a Trust with a national reputation for research, where services recognise that research underpins its commitment to providing high quality and innovative clinical care.
Job description
Job responsibilities
Administrative
i) To provide a full range of high-quality administrative support to the service line teams
ii) To ensure accuracy of data recorded on the Trust EPR, as well as any local information assets.
iii) Accurately type correspondence and complex reports, summaries and other documents, both clinical and general, using audio and copy typing.
iv) To prepare and edit presentations using appropriate software packages.
v) To implement relevant high-quality office systems and exploit the use of IT, in conjunction with the team manager and in liaison with the administration manager as appropriate.
vi) To accurately maintain all relevant service user data systems in a timely manner in accordance with Trust and local standards.
vii) To manage diaries of allocated managers/professionals appropriately.
viii) To use initiative appropriately to deal with and prioritise post and telephone calls.
ix) To deal with all administrative duties to support the operation of the service line.
x) To obtain, create and maintain service user case notes in line with national standards such as Clinical Negligence Scheme for Trusts (CNST) and Trust and local policies.
xi) To liaise with the Health Records/Outpatients Manager about Access to Records queries if required.
xii) To arrange and service meetings as necessary including the taking of minutes.
xiii) To ensure adequate stocks of stationery, supplies and forms are maintained and used cost effectively within the department, liaising as appropriate with the appropriate Line Manager about orders and ordering in line with local procedures.
xiv) To provide, in conjunction with other administration staff, cross cover for other administrators/clinical support workers during periods of heavy work pressure or absence.
xv) To implement and follow relevant polices relating to secretarial and administrative duties.
Communication
i) Ensure good communication is maintained between colleagues at all levels and service users.
ii) To work with the line manager to ensure that all relevant people/departments are informed of the appointment and termination of team members.
iii) To inform the relevant department of any clinic cancellations or out patient appointments in line with Trust and local policies and procedures.
iv) To liaise with administrators and the relevant department to ensure service user follow-up appointments are made on discharge.
v) To ensure confidentiality is maintained when sharing information of a sensitive and contentious nature with other professionals, patients and carers.
vi) To handle any enquiries from service users and carers with sensitivity and tact using persuasion skills when required to resolve problems.
General
i) To participate in team meetings as required by your manager.
ii) To carry out reception duties when required, including: meeting and greeting visitors to the service and directing them to the correct person or department; managing the room bookings system.
iii) To maintain an accurate record of junior staffs, leave.
iv) To inform the line manager of any site issues in order to ensure that any maintenance or works problems in the department are dealt with in a timely manner, keeping appropriate records in line with local/Trust policy.
v) To comply with the Trusts Health and Safety policy and Safe Systems of Work and maintain appropriate records.
vi) To use the supervision and appraisal process to review professional standards and performance and to identify individual training needs, undertaking training as identified in the personal development plan and in negotiation with the line and administration manager.
vii) To ensure that the work area complies with health and safety requirements reporting as necessary any site issues to Senior Administrator/Team Manager or Associate Director.
viii) To be involved in stock control ordering stationery etc and managing petty cash if required.
ix) To undertake any other duties commensurate with the grade as requested by the appropriate manager.
Person Specification
Qualifications/Registration
Essential
Evidence of good general education Formal computing and/or business administration qualifiation or equivalent experience Interest in continuing professional development
Skills/Abilities
Essential
MS Office Software, to include Excel, Outlook and PowerPoint Communication skills, both verbally and in writing Ability to prioritise workload, able to work on own initiative and be proactive in problem solving Able to work in a challenging environment Diary management Be able to respond flexibly to competing demands of the service
Experience
Essential
Experienced in the use of clinical databases to enter and retrieve information Experience of working in an administrative role Experience of servicing meetings
Desirable
Experience of working in the NHS Understanding the needs of mental health service users Experience of working in a multi-disciplinary team
Knowledge
Essential
An understanding of the Trusts Equal Opportunities policy, as well as HR policies and procedures An understanding of relevant legislation, Health & Safety, Data Protection, Confidentiality-
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