Admin Team Coordinator

Job overview

To provide high-quality reception, front of house, clerical and administrative service to patients, service users, carers and anyone who access the Trust services.

The post holder will be responsible for ensuring the provision of an efficient, focused administrative service, supporting the achievement of the service and to organise and plan the work of administrative and secretarial services across the range of administrative functions that underpin the patient pathway.

Main duties of the job

1. KEY RESPONSIBILITIES

To provide a high-quality reception, administrative, clerical and secretarial service

The post holder must be comfortable working with varied professional groups.

An aptitude for continuous improvement and innovation is encouraged.

The post holder will be responsible for ensuring the provision of an efficient, focused administrative service and to organise and plan the work of administrative and secretarial services across the range of administrative functions that underpin the patient pathway.

The post holder will work closely with the Admin Managers and support them to oversee the team.

To co-ordinate the administrative function and duties within the teams to deliver an efficient and effective service that supports, complies and aligns with the Trust values, policies and the provision of a high-quality service and care.

Responsible for ensuring compliance with Trust policies and local protocols such as Data Protection, Data Quality and Record Keeping, Health and Safety, Security and Fire Safety within the administration team.

The post holder will be an active team member who supports and contributes to the effective operation of a multi-disciplinary team.

Working for our organisation

Confidentiality

The post holder must at all times maintain a complete confidentiality of the material and information that they handle. Any matters of a confidential nature, or in particular, information relating to diagnoses and treatment of patients and individual staff records must not, under any circumstances, be divulged or passed on to any unauthorised person or persons.

The postholder must respect patient named confidentiality in keeping with Caldicott principles .

Code Of Conduct

North London Mental Health Partnership has a code of conduct for all non-registered staff in a direct care role. As an employee of the Partnership, you are expected to comply with this code at all times, and any breach of it whilst in practice will be investigated by the Trust.

Copies of the code of conduct can be obtained from the Human Resources Department and it is also available on the Camden and Islington NHS / Barnet Enfield and Harringay intranet.

Detailed job description and main responsibilities

Responsibility for Administration

The postholder will proactively support and work with the team admin manager (s) to oversee the team’s work and ensure work / tasks are shared, distributed and completed to standard and to deadline.

• The post holder’s duty will encompass regular liaison regarding the maintenance of the appointment’s diary, typing of letters and reports, taking and transcribing minutes at meetings as necessary, organise meetings as requested, including preparation of agendas, telephone liaison as necessary with external agencies and making appointments at the request of the service.
• The post holder will assist in the maintenance of records, collation photocopying and any duties essential to the comprehensive administrative / secretarial support service you will provide.
• To receive information / referrals, both verbally and in writing from patients, GP’s, trusted referrers, carers, and staff which require tact and sensitivity.
• To ensure all messages given verbally, in writing or by telephone are passed on to the correct discipline within reasonable / an agreed timescale.
• To receive incoming post and emails, collating with previous correspondence before passing to the team.
• To deal with correspondence on behalf of the team.
• Photocopying and collating documents as required.
• To take minutes of meetings, e.g., clinical governance, business meeting etc.
• To process office stationery and procurement orders / invoices.
• To maintain accurate records for service users.
• To undertake any other duties as may reasonably be required of you by the service.

Person specification

Qualifications / Registrations

Essential criteria

• NVQ Level 4 in Business Administration, Customer Service or Leadership or equivalent relevant practical experience / knowledge
• Demonstrable commitment to continuous personal development

Desirable criteria

2 years NHS Experience

Skills / Abilities

Essential criteria

• Good knowledge and proficiency of Microsoft packages to include Word, Excel, PowerPoint, Outlook.
• Keyboard skills to ensure accuracy, speed and optimum use of functions.
• Ability to plan, prioritise and organise a number of activities and continually reprioritise to meet tight, conflicting and often changing deadlines.

Desirable criteria

• Good knowledge and proficiency of Trust systems to include RIO, and other digital systems
• Strategic thinking ability to anticipate and resolve problems before they arise

Experience / Knowledge

Essential criteria

• Managing busy workload and conflicting priorities
• Full range of administrative procedures, software programs.

Desirable criteria

• Supervision of at least one member of staff
Il y a plus de 30 jours