Team Administrator

Job Overview

Whilst we welcome all applications from all suitable candidates, unfortunately, we will not be offering sponsorship for this role.

We are looking for a motivated individual to join our Medical Secretarial team within the Adult Community Mental Health Services based in Ware.

Our Administrators are pivotal to our work in providing first line contact to people who call us, and in providing a comprehensive, professional and effective administrative support to our team.

You will have the ability to work well within a team environment and be able to manage and prioritise workload, being able to work on their own initiative with minimal supervision.

In return, we offer structured supervision and access to training and development as part of your own personal development and support plan.

A friendly and supportive team environment.

Main duties of the job

The job role involves providing comprehensive, professional, and effective secretarial and administrative support to the Adult Community Mental Health Service.

You will be responsible for answering the telephone, note taking, sending letters, updating, and setting up systems for administration, records, on-going database management and daily email management.

This is a busy and varied role so good interpersonal skills are required.

As some of the work will involve speaking to service users on the telephone, you must display a considerable degree of tact, possess mature judgement and maintain a calm, friendly and efficient manner.

The right person will be able to work with a degree of autonomy and apply a high degree of confidentiality to all of their work.

Working for our organisation

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.

Detailed Job Description And Main Responsibilities

Providing administrative support to the psychology team within ACMHS

Responsible for logging new referrals, managing the service user opt in letters and the booking of the psychology assessments.

Assisting the psychologists to co-ordinate psychology groups.

To transcribe formal minutes of meetings and distribute and store/file as necessary.

Management of the available equipment for the team.

Responsibility for ensuring all correspondence is accurately and appropriately presented.

E-mail management

To be highly skilled and experienced in the full range of secretarial work practices, software programs.

To use appropriate programs daily to create a variety of documents to meet the diverse needs of the team.

To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible

Responsible for a number of data bases and filing systems.

To use knowledge, and experience to meet the needs of the service by completing tasks on adailybasis

To update skillsas necessary and attend mandatory training.

To produce spreadsh eets and KPI's

Maintain reports to present to the senior psychology team

Cover adhoc admin duties required by the team

Provide reception cover during absences

For a more comprehensive Job and Person Specification please read attached before applying

Person specification

Qualifications

Essential criteria

A good standard of education to secondary level.

Advanced IT skills

Experience

Essential criteria

Experience working in an office environment

Experience recording and typing up meeting minutes

Microsoft Office/Word/Excel/Outlook Packages.

Experience creating and maintaining spreadsheets

Desirable criteria

NVQ3/RSA3 OR equivalent experience.

Experience of typing letters

Knowledge & Skills

Essential criteria

To record and transcribe notes, either byhand or on a laptop in meetings.

Maintain a filing system, both paper and computerised systems.

Desirable criteria

Ability to organise and prioritise ownworkload.

Knowledge of medical terminology

Proficient in diary management.

Communication Skills

Essential criteria

Ability to communicate with a range of people, whilst taking into account the confidential nature of the post.

Analytical Skills

Essential criteria

To make judgements, without direct supervision, as to the importance/urgency of workload issues.