Team Administrator

To be the main point of contact for the Team Manager and the Team, taking and passing on messages promptly. 4.

To deal professionally with telephone enquiries, using initiative to take follow up actions when appropriate and, in a tactful manner, help to reassure patients who can be distressed and confused. 5.

To be responsible where necessary for bringing urgent referrals to the attention of the appropriate member of staff. 6.

Record referrals and contacts made by clinical staff. Create/amend entries and record all correspondence on the electronic Patient Journey System (ePJS) and extract information as and when required.

7. To organise regular team business meetings and review meetings, taking and circulating minutes and agendas to members of the team.

8. To minute meetings as required.

9. To ensure administrative cover for annual leave/study leave.

10. To organise the repair and maintenance of all machines and to ensure that appropriate records are maintained.

11. To manage the teams pool cars, ensuring insurance, tax etc. are up to date and all relevant paperwork is completed.

Manage the team petrol card and the provision of parking permits (we do not have access to a Team Pool Car but this could be subject to change in the future). 12.

To take part in regular Administrators' Meetings with the Business Manager to ensure continuity of a high standard of service and provision of information across the three boroughs. 13.

Undertake any other reasonable duties as negotiated with the Team Manager and Business Manager. 14.

To work in accordance with the Directorate Community Service and Administration Operational Policies. Information/Performance Data: 1.

To ensure that all Key Performance Indicator (KPI) information and data is inputted in a timely fashion to ePJS, scanning and uploading documentation. Ensure Trust data quality targets are maintained.

2. To maintain and/or create spreadsheets to capture required information and data in order to chart the progress of the Team and the work they undertake.

4. To pro-actively advise MDT members of gaps in information.

Training & Education: 1. To ensure that all of your required mandatory training is up to date.

2. To record appraisal, PDP, Fire Training, core training and professional registration details for all staff in the team on eRostering, the Trust manpower reporting system, ensuring that MDT staff are informed of any gaps and information is gathered and inputted.

Target: 100%. Finances/Budgets: 1.

Order and distribute stock and non-stock supplies for the team ensuring appropriate use of resources within budgetary guidelines and financial constraints. 2.

To be responsible for completing eRostering for the team regularly throughout the month and ensure that this is checked and signed off by the Team Manager at the due date each month. Health & Safety: 1.

Where necessary to jointly undertake monthly Health & Safety Audits and submit to the Business Manager. 2.

To escalate Health & Safety issues via the appropriate channels. 3.

To undertake appropriate training to be the nominated Health & Safety Champion and Fire Warden for the Team. 4.

To report all maintenance issues and ensure timely completion, chasing if and when required. 5.

To keep a record of all maintenance issues and requests. 6.

To be the point of contact for clinical waste collections. 7.

To ensure arrangements are in place for the adherence to Health & Safety legislation and requirements on behalf of the Trust and Integrated Services. 8.

To ensure compliance with agreed Infection Control [IC] policies and procedures and ensure all staff are aware of and comply with IC within their own role including adherence to prevention of infection. 9.

To be responsible for ensuring the completion, collation and timely submission of all Health and Safety assessments and documentation for the service. Communication: 1.

To be responsible for ensuring any communications are cascaded appropriately and in a timely fashion within the service, including sensitive and confidential information. 2.

To ensure communications systems like mobile phones, pagers etc., are in working order, and address any issues or maintenance problems as they arise, keeping appropriate records. Personal Specification Each requirement will either be identified through the candidates application form (A) or interview (I).

Candidates should not be hired unless they have ALL essential requirements. Areas that can be developed through L&D can be deemed desirable.

Qualifications Essential Requirements RSA III standard or equivalent experience of word processing including knowledge of Microsoft Office (Word/Outlook/Excel/Powerpoint) (A/I) Excellent knowledge and use of English language, and excellent grammar, spelling and punctuation (A) Typing speed of 60 wpm (minimum) (A/I) Desirable Requirements Degree level qualification Willingness to learn existing and new computer software packages Experience Experience of dealing with a range of difficult or challenging situations both on the telephone and in person (A/I) Courteous and friendly manner in dealing with people and able to respond to needs of people with mental health problems (A/I) Experience of working in an NHS environment, within a framework of confidentiality, ideally in a community mental health setting Knowledge / Skills Ability to navigate databases and experience in preparing and maintaining spreadsheets (A) Ability to work in an organised and logical manner with a systematic approach to work (A/I) Ability to prioritise workload and work with minimal supervision and a flexible approach (A/I) Thorough and close attention to detail (A/I) Knowledge of Health & Safety within an office setting (A/I) Ability to work under pressure and on own initiative (A/I) Ability to take minutes (A/I) Desirable Requirements Knowledge and understanding of medical terminology Knowledge and understanding of electronic Patient Journey System (ePJS)