Team Administrator
Would you like to work in an organisation that sits in the top 10 best NHS Mental Health, Learning Disability and Community Services Trust to work for. This ranking is based on staff feedback in the 2023 NHS Staff Survey.
Job overview
Mindworks Specialist Services has an exciting opportunity to join our administration team, providing reception and office administration duties for a multidisciplinary Child and Adolescent Mental Health Service. The Band 3 Administrator role will include face-to-face contact with public/young people, client’s families/carers, and other agencies; receiving and dealing with all telephone and email enquiries, take and transcribe meeting minutes, organisation of clinics/appointments.You will need to demonstrate that you have 1 years administration experience.
For a full list of duties please see the job description. The ideal candidate would be someone who has a passion for providing excellent customer service, is able to coordinate and prioritise work effectively whilst providing excellent support to our teams.You should be able to work autonomously, using initiative whilst being a team player within the administration team. The successful candidate will be competent in using Word, Excel, Outlook and ideally have experience in using electronic patient information systems.
You must be comfortable working in a busy environment and able to perform effectively whilst dealing with interruptions. This is a full-time position.
Shortlisted candidates will be invited to attend a face to face interview including an IT skills test.
This post may close earlier than advertised if sufficient applications have been received.
Main duties of the job
To act as the main admin resource for the team, processing referrals, letters and other communications effectively to aid with the smooth running of the reception area and provide efficient administrative support for team members. You will be greeting clients and advising staff of their arrival.
This post is suitable for someone who is able to understand information quickly and identify relevant courses of action and who has good interpersonal skills and is suitable for someone who is comfortable working in a fast paced and time pressured environment.
Working for our organisation
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of mental health, learning disability, neurodevelopmental and drug and alcohol services in Surrey and North East Hampshire. We support people of all ages and are passionate about providing high quality care that is delivered at the right time as close to home as possible to help people recover and stay well.
We are one of the top 10 mental Health, Learning Disability and Community Trust to work for nationwide. Our Trust is an inclusive and supportive employer that offers a wide range of staff networks, flexible working, free parking and excellent health and wellbeing support.We also provide a wide range of opportunities to help staff develop and progress.
Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast. Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.For international travel, both Gatwick and Heathrow airports are nearby.
Please note that we reserve the right to close posts as soon as sufficient applications are received.
We look forward to receiving your application!
Detailed job description and main responsibilities- Receive and process referrals to the relevant clinician and system(s)
- Process discharge paperwork and update system(s) accordingly
- Type all letters dictated or provided by the team
- Book appointments on the patient record system
- Take minutes at team meetings and transcribe accurately
- Answer telephone calls and relay any messages in a timely manner
- General administrative tasks such as typing, copying, scanning, printing, laminating etc
- Provide support to team members in setting up rooms for meetings
- Check and book rooms for other team members upon request
- Scanning documents for uploading to patient record system
- Receive and respond to e-mails in an appropriate manner, forwarding where necessary
- Monitor and raise purchase requisitions for stationery, services (such as interpreters) and supplies for the department
- Arranging clinic appointments
- Keep up to date with statutory and mandatory training
- Highlight to manager any concerns regarding reception
- To ensure incoming and outgoing post and parcel deliveries are dealt with efficiently on a daily basis.
- Provide cover for other colleagues in the admin team as required for short absences due to annual leave or sickness.
Person specification
Qualifications
Essential criteria- NVQ Level 3 in Business Admin or Equivalent experience (3 years)
- Minimum of 1 years working in an administrative role
Experience
Essential criteria- Competent IT Skills
Please note that you are not restricted from applying for this role if you do not identify with these characteristics and all applicants will be considered fairly against the job description.
As a flexible working and friendly organisation, we want to ensure that you can work in a way that is best for us, our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement whether that’s job share, part time or any other flexible working patterns.
Gender Pay Gap Action
Women in our Trust are under-represented in some senior grades. We are therefore encouraging women to apply for posts at 8A and above.