Job overview
To assist the Administration Team Leader and Multidisciplinary Team to ensure the smooth daily functioning of the National Autism Unit through effective communication, general administration, IT and appropriate interactions with service users, staff and visitors.
The post holder will be expected to work with minimal supervision and will need to be able to prioritise workload. The post holder will assist the Administration Team in providing secretarial and administrative support to the MDT.
The post holder will be expected to provide cover for other administrative staff within the unit as required.
Main duties of the job
1.Provide administration/secretarial services to the Multidisciplinary Team. Ensuring day to day tasks of typing (audio/copy), distribution of general correspondence, data inputting (PJS), dealing with queries (face-to-face/telephone), filing, photocopying, scanning and mail distribution are all undertaken in an efficient, effective and courteous manner.
2.Answer telephone calls in a professional manner. Deal with queries, pass on calls or take messages as appropriate.
3.To maintain and record accurate, comprehensive and up to date patient records, using PJS. Maintain patients' case notes (paper copies) in accordance with Trust guidelines. Initiate the collection and delivery of case notes to and from medical records as required. Allocate and retrieve case notes from medical records, as required.
4.Deal sensitively with service users, their relatives and clinical staff and ensure that urgent matters are drawn to the attention of relevant staff quickly and accurately.
5.Process orders for stationery, equipment etc., as required, liaising with the Administration Manager.
6.Assist the Housekeeper in monitoring the general environment reporting necessary repairs/works on the Estates & Facilities electronic system (Planet FM). Keep records of defects and remedial action taken.
Working for our organisation
The National Autism Unit (NAU) is a unit within the Psychological Medicine and mental health for older adult’s directorate, which is a national specialised service offering specialist assessment and treatment to adult men with diagnosis of autism spectrum disorder (ASD) with a range of additional needs including obsessive compulsive disorders (OCD), and/or other complex mental health needs. to the people from across the UK.
Detailed job description and main responsibilities
1.To participate in business and other team meetings regarding service planning, and to assist in the implementation and continual review of systems to ensure good practice.
2.To working in conjunction with the Housekeeper to manage ward stock ordering.
3.Provide cover in the absence (sickness, annual leave) of administration team members.
4.Undertake personal training and development in line with the responsibilities of the post and all mandatory training.
All employees are expected to comply with statutory requirements and Trust's employment policies while carrying out their work. This post is one of continual development and the post holder will be encouraged to develop skills and capabilities. Accordingly, the range of duties and responsibilities outlined above 'may change from time to time to reflect the changing needs of the service.
Person specification
N/A
Essential criteria
1. •Secretarial qualification or demonstrable experience
2. •Good standard of general education including English and Mathematics (GCSE A-C or 9-4 grade)
3. •Working to tight deadlines
4. •Developing and implementing administrative systems
5. •Supporting data collection
6. •Minute taking
Desirable criteria
7. •Worked in an NHS environment
8. •Experience of working with mental health patients