Community Mental Health Team Administrator

Job summary

Unfortunately this role does not attract sponsorship under current government legislation, therefore if you require a certificate of sponsorship to support a visa application, we will be unable to proceed with your application.

Post Title

Team Administrator

Service/Ward/Department

Older Peoples Intensive Home Treatment Service

Borough

Oldham (North Network)

Band & salary scale

Band 3

Hours of work

25 hours per week

Monday - Friday

12 month secondment

Job overview:

An exciting opportunity has arisen for a motivated, enthusiastic and experienced Team Administrator to join our Community Mental Health Team for Older people

Using a high degree of initiative to resolve queries, acting independently where appropriate but mainly working alongside other colleagues and together as a team, you will provide a responsive and quality administration service.

This role requires a highly organised Team Administrator with the ability to prioritise their workload with conflicting demands and have the confidence to demonstrate excellent communication effectively at all levels.

This is a varied role and you will be ensuring good communication between staff and family members and patients, dealing with telephone queries which may occasionally be from very anxious callers. You will be information creating information and letters and you will be supporting a busy MDT team.

Main duties of the job

Main Duties & ResponsibilitiesTo manage telephone queries from patients, carers and other agancies regarding queries, appointments and other service queries . Give advice where appropriate, take messages and redirect clinical calls as required from patients, relatives and professionals.

Prioritise own workload on a daily basis to meet various timescales and service needs.To carry out general clerical duties including information gathering, dealing with internal and external post, electronic mail, filing, scanning and photocopying documents.Establish and maintain administrative systems.

Recording of data on Paris including uploading documents and producing reports as requested. Add case note entries as required , entering the outcomes of meetings and uploading correspondence. Ensuring Paris records are up-to-date and patients are discharged from the system in a timely way.To assist with the co-ordination of the lone worker response and feed back any issues to the appropriate team manager as required.

Arrange meetings on behalf of the the manager and team as requested.To work with and support the team manager and the team in their day-to-day activities.To maintain the existing stock control system and ensure supplies are ordered and checked on a regular basis.

About us

We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.

Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our#PennineCarePeopleand do everything we can to make sure we're a great place to work.

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

The Community Mental Health Team Service comprises of a team manager, nurses, occupational therapist, psychologist and administration staff. This is a very friendly and hard working team who strive to support each other and welcome new members to the team. The role will be demanding due to increase service demand, but you will be well supported within a well established and friendly team.

Job responsibilities

Post: Intensive Home Treatment Servcie Team AdministratorBand: 3Responsible to: Intensive Home Treatment Team ManagerMain Contacts: Internal or external contactsJob SummaryTo provide efficient and effective administration support to the IHTS team To undertake the administration of all referrals received into the IHTS teamReports to the IHTS team Manager who will provide ongoing support and guidance.

Main Duties & ResponsibilitiesTo deal with difficult telephone queries and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and professional manner. To take messages and redirect calls as appropriate on a daily basis from patients, relatives and professionals.To communicate with staff in maintaining timely procedures for data entry and answer queries relating to the information held on the Trusts electronic systems including managing referrals and inputting activity data on Paris.Prioritise own workload on a daily basis to meet various timescales involved.To carry out general clerical duties including information gathering, dealing with internal and external post, electronic mail, filing, scanning and photocopying documents.Establish and maintain administrative systems, eg, filing and monitoring systems to support the Team and Service and to continuously review administrative processes and contribute to the development of the the Service alongside other team members and senior managers.Recording of data on Paris including uploading documents and producing reports as requested. Add case note entries as required as well as booking appointments (including cancelling and rebooking as necessary), entering the outcomes and uploading correspondence. Ensuring Paris records are up-to-date and patients are discharged from the system in a timely way. Liaison with clinicians, patients and their relatives to organise appointments and visits.To assist with the co-ordination of the lone worker response and feed back any issues to the appropriate team manager as required.Provide accurate and efficient administrative support including managing appropriate correspondence (eg, clinical discharge letters) on behalf of the IHTS team.Plan, arrange and take minutes of the team meetings on a regular basis. Arrange meetings on behalf of the IHTS team as requested.To work with and support the team manager and wider MDT in their day-to-day activities.To maintain the existing stock control system and ensure supplies are ordered and checked on a regular basis.To work flexibly to cover administrative roles in the absence of colleagues and where requested to do so by a senior manager.

Person specification

education/qualifications

Essential

• English / Math GCSE grade C or higher or equivalent
• NVQ 3 or equivalent experience

Desirable

• Typing/Word processing qualification
• ECDL or equivalent qualification

Experience

Essential

• Working experience of Microsoft software.

Desirable

• Experience of using electronic systems
• Previous clerical experience
• Ability to accurately input data
• note taking/making notes experience

Knowledge

Essential

• Office procedures and systems.
• Understanding of the importance of maintaining confidentiality

Skills and Abilities

Essential

• Ability to communicate effectively with all levels of Trust staff and external agencies
• Good keyboard skills
• Ability to prioritise workload effectively
• Good organisational skills
• Good written and verbal communication and interpersonal skills
• Ability to work as a team member and individually
• Conscientious and able to prioritise work to meet deadlines.

Desirable

• Working with databases and generating reports