Job overview
An Opportunity has arisen in the
Hammersmith & Fulham MINT Teams
for 2.60 wte Band 4 Senior Team Administrators
Based across the Claybrook Centre & Fulham Palace Road
Are you an experienced administrator looking to take the next steps in your NHS career?
We are seeking motivated, organised and proactive Administrators with the following experience and skills :
·Organising and minuting meetings, ensuring actions are tracked and followed up
·Experience of using an NHS EPR system ie S1/Rio/Iaptus
·Previous experience in supporting medical Clinic’s including but not exhaustive of: MH forms/appt set up and reminders/updating patients electronic records
·Strong IT skills, especially in Microsoft Office, and confidence in handling data
·Strong communicating skills both in writing and verbally with team members, professionals from other teams and patients.
·Able to deal with patients who are emotionally vulnerable/distressed compassionately and appropriately
·Supervising and supporting junior administrative colleagues, helping to develop working practises
Main duties of the job
1.1To provide a high quality administrative service to a multi-disciplinary team
.
1.2Within a team framework provide a high quality comprehensive support function ensuring effective standards of quality and equality to team of workers, including an effective responsive reception service to callers to office.
1.3To provide an effective and efficient quality word processing support service, utilising software including Microsoft packages. And to carry out audio-transcriptions.
1.4To support the team with all administrative tasks around team meetings including CIG meetings (diary management/minute taking/action logs)
1.5To be responsible for initiating, developing and maintaining client record systems ensuring all of the statutory and organisational requirements for their maintenance, safekeeping and disposal are adhered to at all times.
1.7To maintain information system detailing the whereabouts of department members during working day, relaying details appropriately and timely.
1.8To be responsible for the minuting and typing of minutes, this may include the co-ordination of invitations, collating of agendas and relevant paperwork for attendees as required.
1.9To be responsible for ensuring that all case files related to clients are filed and stored in accordance with agreed organisational policies and legal legislation.
1.10To enter patient data accurately into computer system within agreed Trust deadlines
1.11To maintain adequate levels of information, resource materials, office sundries and supplies for the team.
1.12To photocopy, fax and distribute document’s as appropriate
1.13To sort and distribute internal and external documentation
Working for our organisation
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.
The Trust is rated as ‘Good’ overall by the Care Quality Commission. Forensic services are rated as ‘Outstanding’.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Detailed job description and main responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Person specification
QUALIFICATIONS
Essential criteria
1. Good standard of general education including English and Maths
2. Evidence of personal development
Desirable criteria
3. NVQ
EXPERIENCE
Essential criteria
4. Experience of Administration/Secretarial / Reception work
5. Experience of Data entry
6. Experience of arranging and supporting meetings
7. Experience of Filing and Photocopying
8. Demonstrated ability to develop positive relationships with people.
9. Demonstrated ability to work within and show understanding of equal opportunities.
Desirable criteria
10. Working in a team.
11. Supervising staff
12. Experience of patient record systems/databases
13. Working in a Mental Health setting.
KNOWLEDGE
Essential criteria
14. Confidentiality
15. Data Protection Act
16. A range of secretarial processes / Admin procedures
17. Knowledge of Health and Safety at Work
18. Knowledge of Microsoft Word, Excel and PowerPoint
19. Knowledge of Equal Opportunities and Diversity
Desirable criteria
20. Producing activity reports
21. Understanding of mental health issues
SKILLS
Essential criteria
22. Excellent written and verbal communication skills
23. Ability to work autonomously within a team and with other disciplines.
24. Able to deal with staff, visitors and clients in a professional, courteous and helpful manner
25. Accurate data entry skills
26. Accurate minute taking skills
27. Ability to work under pressure as part of a team or independently
28. Ability to work collaboratively and in partnership with other managers, professions and agencies.
29. Able to organise and prioritise work
30. Able to exercise discretion and maintain confidentiality at all times.
Desirable criteria
31. Database skills (Microsoft Access)
32. Advanced Excel skills
33. Microsoft PowerPoint
34. Trained in the use of electronic patient record system
OTHER REQUIREMENTS
Essential criteria
35. Self-motivated
36. A flexible, enthusiastic and mature attitude.
37. Adaptable to change.
38. Committed to team/service development and able to promote a positive image of the Service.
39. Enthusiastic and willing to learn
40. Professional presentation/standard of work
Desirable criteria
41. Ability to learn new skills
42. Team player
43. Methodical approach to tasks.