Job Title: Administrator
Trust: BARNET, ENFIELD & HARINGEY MENTAL HEALTH TRUST
Location: St Ann’s Hospital, London, N15 3TH)
Band/Pay : Looking for Band 3 and 4's (£15.15-£15.49 range)
JOB SUMMARY:
To provide a high quality administrative, clerical and administration service for patients and their carers who access the Trust services.
The post holder will encompass regular telephone liaison with external agencies.
You will be required to use your initiative in all aspects of secretarial and clerical work to efficiently prioritise work and meet deadlines, as the service requires.
Your duties will encompass regular liaison regarding the keeping of the appointment’s diary typing of letters and reports, taking and transcribing minutes at meetings as necessary, telephone liaison as necessary with external agencies and making appointments at the request of the service. You will assist in the maintenance of records, filing and photocopying and any duties essential to the comprehensive secretarial support service you will provide. You will at times be asked to provide admin support on the In-patient wards.
The post holder will be an active member and contribute to the effective operation of a multi-disciplinary team.
Your dealings with matters relating to patients and staff is of a highly confidential nature and should not be divulged to another or discussed with other colleagues other than as necessary within the context of your role.
MAIN TASKS AND RESPONSIBILITIES:
To provide a high-quality front of house administration for the inpatient service, service users, Family & Friends, visitors & staff. Have a thorough understanding of confidentiality at all times, in relation to patients, staff and visitors.
Communication / Tasks
- To receive information / referrals, both verbal and written from patients, GP’s, careers, and staff which require tact and sensitivity.
- To ensure all messages given verbally, written or by telephone are passed on to the correct discipline within an agreed timescale.
- Receive incoming post and emails, collating with previous correspondence before passing to the team.
- Deal with correspondence on behalf of the team.
- Photocopying and collating documents as required.
- To take minutes of meetings i.e. clinical governance, business meeting etc.
- To process office stationery and procurement orders
Patient/Customer Care (if applicable) (both direct and indirect)
- Ensure good working relationships with all staff, the organization and outside agencies.
- Deal with issues that arise appropriately, including enquiries or complaints from members of the public and patients. Where appropriate refer to another officer of the Trust, ensuring that no issue is inappropriately delayed in being action because of the absence of the management.
Policy Development
· Ensure compliance with local policies and maintain accurate records.
People (HR) Management
- Participate in the regular departmental meetings and contribute as appropriate to the overall service provided by the Administration Department.
- To undertake on-going personal development through participation in appraisal and supervision, attend and participate in relevant training identified.
- To plan and coordinate your workload to ensure all deadlines are met and objectives achieved.
- Undertake any other duties as may reasonably be required of you by the service.
Information Management
- To operate a desktop PC, arranging appointments, drafting and typing of assessments, and any general correspondence as requested by the team.
- To have a good working knowledge of the trust’s patient medical records system.
- Adhere to the Data Protection Act, GDPR, and its requirements, in respect to confidentiality for both patients and staff and ensuring any computerized information system is maintained as requested.
Effort, Mental and Environment
- To maintain good standards of professionalism
Skills
- NVQ2 / GCSE or equivalent or relevant practical experience
- Good knowledge and proficiency of Trust systems to include RIO, and other digital systems
- Strong organisational skills with the ability to prioritise tasks effectively
- Familiarity with administrative procedures and office management practices
- Competence in data entry with a high level of accuracy
- Ability to type efficiently while maintaining quality work standards
- Minute taking skills
- Strong communication skills, both written and verbal, with a focus on professional phone etiquette
We invite candidates who meet these qualifications to apply for this vital role within our organisation.
Job Types: Full-time, Temporary
Pay: £15.13 per hour
Expected hours: 37.5 per week
Benefits:
- Company pension
- Employee discount
Education:
- GCSE or equivalent (required)
Experience:
- Administrative: 2 years (preferred)
Location:
- London N15 3TH (required)
Work Location: In person
