Admin Support - Band 3

Job summary

An exciting opportunity has arisen for an organised, motivated & enthusiastic Team Secretary to join the Community Mental Health Enablement Pathway.

The Enablement Pathway is a specialist multidisciplinary team, working across Coventry & Warwickshire to support people with severe & complex mental illness to maximise independence, autonomy & quality of life by delivering specialist rehabilitation & recovery interventions.

We are seeking an experienced individual to provide comprehensive secretarial & administrative support who will play a key role in supporting service delivery through effective administration, developing processes, accurate record keeping & the maintenance of high-quality information systems.

Main duties of the job

- Manage referrals, appointments, diary coordination & meeting arrangements.

- Organise & service MDTs, business meetings & service development meetings,including taking & distributing minutes.

- Produce letters, reports, meeting notes & other documentation to a high standard. - Use the Trust electronic patient record system (SystmOne) to accurately input, update, scan, print & upload information.

- Maintain accurate records on Trust systems & ensure information is updated in a timely manner.

- Support the monitoring of team activity, caseload information & service performance data.

- Assist with data collection, routine reporting, audits & quality improvement activities.

- Maintain spreadsheets, databases & administrative tracking systems. - Act as a professional point of contact for service users, carers, staff & partner agencies.

About us

Candidate Information Pack Dec 24

At Coventry and Warwickshire Partnership NHS Trust (CWPT), we deliver a wide range of physical, mental health, learning disability and autism services, and are proud to serve communities across Coventry, Warwickshire and beyond.

We put 'people at our heart'; this ethos is at the centre of everything we do and how we do it. We care for our staff and colleagues as much as they care for others and offer a wide range of benefits and development opportunities.

• generous annual leave entitlement which increases during your time with us
• excellent learning and development opportunities, including apprenticeship frameworks, distance learning, internal training, coaching and mentoring, and much more
• salary sacrifice schemes for lease car/ vehicle, Cycle to Work, home and electronics, gym membership and more
• discounts with a range of retailers, restaurants and entertainment venues through our Employee Assistance Programme and NHS discount schemes
• wellbeing support, including an in-house counselling service, external helpline and more
• staff networks and support group

We're always on the lookout for people who share our passion for improving the lives and wellbeing of people in our community, as well as our values of compassion, collaboration, excellence, integrity and respect.

Job responsibilities

The post holder will provide an efficient, comprehensive & confidential administration service to support clinicians & managers within the Enablement Pathway.

You will manage a varied workload within a busy environment, prioritising tasks effectively whilst working independently & as part of a team. Strong communication, organisational & IT skills are essential, alongside the ability to deal sensitively with service users, carers & professionals.

Responsibilities include maintaining electronic patient records, preparing correspondence & reports, managing referrals & appointments, arranging meetings, taking minutes, supporting audits, maintaining administrative systems & contributing to the quality, accuracy & completeness of information held by the service.

The successful candidate will demonstrate excellent attention to detail, a commitment to confidentiality, a flexible approach to work & a passion for supporting the delivery of high-quality mental health services.

Person specification

Qualifications

Essential

• Good General Education (eg. GCSE English and Maths A-C) (or equivalent qualification / experience/ willing to work towards completion of this)
• QCF Business Administration Level 2 (or equivalent qualification / experience/ willing to work towards completion of this)
• QCF Customer Service Level 2 (or equivalent qualification / experience/ willing to work towards completion of this)

Experience

Essential

• Experience of working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
• Experience of working in a busy office / customer care environment

Knowledge

Essential

• Excellent communication / customer care skills written
• Advanced keyboard / IT skills Including audio typing
• Ability to manage and prioritise own and other's workload and use own initiative
• Good organisation skills and ability to multitask
• Understand confidentiality and apply the principles in every day working practice