Overview
To provide secretarial support to the wider CMHT teams - typing letters, transferring notes into letter format, faxing etc. To act as first point of contact to telephone enquiries - directing calls or taking messages and relaying these as necessary. Diary Management - booking appointments for clinical team. Provide admin support in regards to CPA process - flagging up when CPAs are due and booking appointments. Updating Insight records with N.O.K details / Ethnicity or additional information. To cover MDT meetings in absence of Team Administrator. To help process referrals under the supervision of the Team Administrator at busy times. To Support Admin Assistants with clinic preparation and picking this duty up in their absence. To support Clinical Psychologists with admin work, including arranging appointments and preparing paperwork for groups. To provide support for service user groups. Fire Warden Duty. Any other duties relevant to their grade delegated by Band 4 or Admin Manager.
Responsibilities
* Act as central point of contact for dealing with patient referrals and incoming telephone referrals or general enquiries, including handling urgent criteria or challenging situations and liaising with service users/carers.
* Deal with incoming post, check information received and respond where appropriate.
* Diary management, arranging and booking home visits; provide administrative/secretarial support to the team, including typing, word processing, audio transcription, emailing and photocopying in a timely and accurate fashion; provide personal medical secretary support to the Consultant Psychiatrist and Trainee Medical Staff as required.
* Operate Liquid Logik and Rio information systems to enter team activity and retrieve/record patient information; assist in monitoring and recording data for quarterly team reports related to Care Quality Commission (CQC) objectives; manage internal information systems and maintain filing systems.
* Provide cover for colleagues during annual leave and sickness; provide cover in Team Administrator's absence as needed; support and adhere to building health, safety and security protocols.
* Undertake any training relevant to the post and stay aware of the Trust's procedures related to the office environment (e.g., Health and Safety).
Qualifications and skills
* Wide range of secretarial skills including typing, word processing and computer experience; strong diary management; ability to maintain confidentiality and work independently.
* Good communication, organisational, prioritisation and time-management skills; ability to work unsupervised and within a large team.
* Administration experience and a typing/audio typing qualification.
* Compassionate, accountable, flexible, and motivated to deliver excellence while supporting service needs.
Organisation values and applicant support
At Sheffield Health and Social Care NHS Foundation Trust we provide a range of mental health, learning disability, substance misuse, primary care and other specialist services designed around the needs of people in our city. We have a dedicated and skilled team of people caring in Sheffield. Our values are at the heart of everything we do: working together for our service users, respect and kindness, everyone counts, commitment to quality, improving lives.
We are a Disability Confident employer level 2 and aim to achieve level 3 this year. We offer a guaranteed interview to disabled applicants who meet all essential criteria. If adjustments are needed during the application process, please contact us.
We welcome applications from a diverse range of life experiences and backgrounds and encourage flexible working arrangements wherever possible. DBS checks may be required for the role, with the cost (£48.23) borne by the applicant where applicable. The Trust is committed to safeguarding adults and children and will follow safe recruitment practices.
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