Join to apply for the Senior Administrator (Mental Health) role at Central and North West London NHS Foundation Trust
This is a varied & exciting post. The post is 18 months fixed term to cover secondment. You will be part of a small, cohesive Administration Team & work closely with our Mental Health colleagues & Senior Management. If you are well organised, able to prioritise & multi-task, an effective user of IT applications and a skilled communicator this could be the role for you. Our ethos is 'caring not judging'. If you share our values, this is a great opportunity to enhance your skills & progress up the Admin ladder.
Main Duties of the Job
The post holder will work primarily with the Mental Health team providing full administrative support and audit activity across the service as required.
To provide administrative support to the Head of Healthcare and senior management team. This includes:
Support the Mental Health Team
* Providing secretarial support using a variety of software packages (primarily MSWord, MSExcel C-NOMIS and SystmOne) to the multi-disciplinary team.
* Assisting in the daily implementation of management information systems, inputting and extracting data, including but not limited to: cancelled clinic spreadsheet, ACCT spreadsheet, referral spreadsheet.
* Providing statistical information as required.
* Accurately minute twice weekly MDT meetings; filing appropriately to patient records & logging onto SystmOne.
* Attending daily morning meetings & update referral spreadsheet accordingly.
* Tracking, co‑ordinating & printing the daily Mental Health clinics & upload to the Digital Prison Service database. (PMMs list)
* Dealing with routine correspondence for internal and external mail, distributing accordingly.
* Ensuring information received from other agencies is processed in a timely and confidential manner.
* Liaising with internal and external agencies as required to ensure routine maintenance of equipment and treatment areas is kept up to date.
* Processing, tracking & receiving orders via SBS Oracle as required.
* Organising gate passes & restricted items forms as required by Mental Health Team & external visitors.
Support Senior Management
* Specific support to the Head of Healthcare including diary management when required, meeting set‑up including booking of rooms and ensuring all paperwork is printed and organised.
* Provide admin support for the senior team as required.
* Provide admin support, to include concise minute taking, for a range of internal & external healthcare meetings as required.
* Act as the single point of contact for the central Offender Care team for visits to investigate Significant Incidents, inquest preparation etc. Liaise with clinical teams to ensure that visits are co‑ordinated so that visitors can see relevant staff members and have access to appropriate rooms and IT.
* Support clinical teams in arranging visits from specialist staff to review and/ or assess patients as required.
* Support the hospital transfer process (mental health) as required.
* Support preparation for inspection as required.
Support the Administration Team in the Duty Room
* Responding to requests for Medical Records within set timescales and in line with local processes.
* If required, understand & be able to.
* Co‑ordinate & book internal/external appointments as required.
* Daily back‑up of C‑Nomis to SystmOne.
* Duplicating up‑coming appointments to the temporary absences list.
* Liaising with Team Leaders, Security & Cat A Office to complete risk assessments.
* Maintaining a working relationship with Invision for daily movements.
Person Specification
Education and Qualifications
* Good general education
* ‘O’ Level or GCSE standard for English and Maths or equivalent
Previous Experience
* Previous office and administrative experience
* Experience and knowledge of software programmes
* Good standard of written and oral communication
Desirable Criteria
* Experience of working within an NHS department or secure settings environment
* Demonstrate ability to communicate with a range of stakeholders
* Experience of working with multi‑disciplinary/ multi‑agency environments
* Knowledge of GDPR and Information Governance regulations
Skills & Knowledge
* Ability to develop and maintain high standards of accuracy and attention to detail
* Ability to prioritise and plan workload to meet deadlines and competing demands
* Good organisational skills
Attitudes, Aptitudes, Personal Characteristics
* Willing to develop own skills and knowledge
* Ability to maintain quality in own work
* Able to work alone and as part of a team
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