Team Administrator/Receptionist

3 weeks ago

Radlett, United Kingdom Hertfordshire Partnership University NHS Foundation Trust Full time

Job summary

An exciting opportunity has arisen for a part time Receptionist/Team Administrator in our Children and Young People Eating Disorder Service based in Radlett.

We are seeking an individual who has experience within an office environment and can communicate with compassion and professionalism to a wide range of individuals including service users and their families / careers and clinical colleagues.

We are looking for ahighly organised, efficient individualto provide an administrative service to the team. You will be able to demonstrate that you canwork alone, prioritising and managing your own workloadwhilst maintaining a positive, professional and calm approach. You should have excellentIT skills, a good working knowledge of Microsoft Office Packages.

This is a very busy role, and you will thrive under pressure, and have the drive and courage to solve problems. Your role will involve communicating with our service users so you should have highly developed communication skills. You will support your colleagues and the wider team at busy times.

Here's what we'll offer you: we offerstructured supervision, access to training and developmentas part of your own personal development.

We have afriendly and supportive team environment, within an organisation that truly makes a difference for children with mental health conditions and their families and carers. If you are enthusiastic, reliable and have a flexible approach to work, then we would like to hear from you.

Main duties of the job

To work as a key part of the team and to be responsible for providing comprehensive administrative support to the team under the Senior Team Secretary on behalf of the Service Manager. Duties include responsibility for entering information on the Electronic Patient Record system, (Paris), inputting clinical data registering service user details, ensuring service user information is updated, booking appointments as required by the team and generating related correspondence. To manage incoming calls and to contact service users as required on behalf of the team. To receive visitors, deal with incoming and outgoing mail, logging faults with facilities and ensuring that the office area is kept tidy. To be accountable for any paper files and archive filing system. The post holder will be expected to apply a high degree of confidentiality to their work, whilst ensuring clear communication within the team and administrative colleagues. To undertake routine duties under the supervision of the Team Secretary and procedural guidelines. All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.

About us

Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission

Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Welcoming. Kind. Positive. Respectful. Professional.

Job description

Job responsibilities

General Responsibility

To work closely with the Senior Secretary to provide comprehensive secretarial service to the Clinic Team including copying, scanning and audio typing.

To receive and process telephone and email enquiries on behalf of the Clinic Team.

To be responsible for ensuring that all telephone calls and any visitors are dealt with promptly and in a professional manner; bearing in mind the need for confidentiality and the requirement to promote the Trusts corporate image

To book initial assessments when requested by the clinical team, and generating correspondence to service users and to ensure that they have information about appointments as appropriate

To input patient information onto the Trust database for which training will be given. To input appointments on to Room Booking System.

To demonstrate a positive customer care approach.

To sort and issue incoming post and frank outgoing mail.

Responsible for logging faults with facilities and liaison with the local site office where necessary

To prepare agendas and take and type minutes, confidential reports and circulate as required.

To arrange appointments for the Clinic Team as necessary, maintaining the room booking system.

Responsible for ensuring notice boards and leaflets are up to date with relevant information.

To update skills as necessary and attend mandatory training.

To maintain the Units filing systems, filing and retrieving records as required.

To assist with the collection of statistical data as required.

To maintain the archive system for patients and staff.

To provide annual leave cover for the Senior Secretary when required.

Person Specification

Knowledge, Training and Experience

Essential

GCSE's including English and Maths European Computer Driving License or equivalent NVQ II or equivalent, or willing to work towards this qualification RSA II or equivalent, or willing to work towards this qualification Good level of numeracy skills

Areas Of Experience and Knowledge

Essential

General knowledge of office procedures with interest in Health Service Issues Be proficient in the use of computerised systems especially Word & Excel to a level to enable the production of a high standard of finished work. Excellent communication skills when dealing with service users, their relatives/carers and other outside agencies either by telephone/letter/email or face to face contact Display the ability to exercise initiative, tact and judgement and be able to make decisions when required to do so Appreciation of confidentiality Display ability to work as part of a team The ability to organise and prioritise own workload and to work under pressure and within agreed guideline

Communication Skills

Essential

At least two years' experience of working in a health care/mental health care/office environment. Interpersonal skills Ability to apply discretion when required. Demonstrating respect and empathy with service users

Desirable

Understanding of Mental Health issues, Eating Disorders and terminology

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