Mental Health Service (MHS) Administrator

Job summary

Invicta Health has opportunity for an Administrator to join our Mental Health Service team.

We reserve the right to close this vacancy early if we receive sufficient applications for the role.

Main duties of the job

The MHS Administrator will work as part of the Mental Health Administration team, providing flexible resource to support the wider Mental Health Service. Supporting multi professional team members with administration tasks.

About us

Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.

We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.

What perks can we offer you?

• NHS Pension
• Learning and Development opportunities
• Progression opportunities
• Competitive annual leave entitlement
• Incremental pay progression
• Flexible working
• Approved blue light card provider
• Salary Sacrifice Schemes
• Company Car Lease Scheme
• Employee Assistance Programme

Job responsibilities

Main Responsibilities

Assist the Mental Health Service team with all administrative requirements including patient contact and correspondence, appointment letters and reporting.

Support in the development and implementation of the Mental Health Service systems and processes including the setting up, use and interrogation of excel spreadsheets and EMIS system.

Deal with general queries via phone, e-mail, and post in a timely manner, directing where necessary to the appropriate member of the team for action and follow up.

Schedule appointments for patients in relation to the core Mental Health Service.

Send reminder text messages for all appointments scheduled with the Mental Health Service where required.

Liaise with GP surgeries, Community Mental Health Teams, and other outside agencies, to gather data and arrange bookings for practitioners when required.

Monitor and track new referrals to the Mental Health Service, ensuring new referrals are directed to the appropriate Practitioner in a timely manner and spreadsheets updated accordingly.

Monitor, check and contact Mental Health Service team members at end of day, following clinical home visits to ensure all members are safe and report any concerns to MHS Head of Service.

Assist with Excel spreadsheets to monitor safeguarding and monthly CCG, monitoring performance statistics when required.

Support the Mental Health Service with performance data collection and reporting for commissioners.

Compile and submit reports regarding the MHDS for NHS England.

Check and maintain the Invicta Health NHS email account, Mental Health referral email account and Invicta Health information email account. Acknowledging and responding to correspondence in a timely manner. Forwarding and escalating to an appropriate clinician/manager where appropriate.

Maintain administrative files, records, and systems, ensuring relevant and up to date information is stored safely and accurately.

Assist with data entry onto any/all systems utilised by the MHS team.

Process patient feedback accurately and in a timely manner.

Notify the MHS Service Assistant of any equipment that is not working.

Assist with updating and replenishing of promotional material including leaflets, posters and referral forms as required.

Attend and take minutes at Mental Health Service meetings as and when required, actioning any items arising from the meeting where appropriate.

Support other colleagues within the administration team with any queries, training, or development.

Ensure the Invicta Health premises are secured and left in a tidy state at the end of the working day with equipment stored safely and cupboards locked.

Person specification

Qualifications

Essential

• Good level of education including competent levels of numeracy and literacy.

Personal Attributes

Essential

• Calm under pressure.
• Strives for excellence.
• Honest and fair.
• Leads by example.
• Positive can do attitude.

Experience

Essential

• Broad administrative skills and experience
• Knowledge of office management systems and procedures
• Experience of working with different computer packages

Desirable

• Previous administration experience within a medical environment
• Knowledge and understanding of the National Health Service
• Experience of setting up and maintaining effective administrative filling systems

Key Skills

Essential

• Works well as part of a team
• Ability to adapt
• Good IT and keyboard skills
• Organisational abilities
• Good time management
• Able to take instruction and direction
• Good telephone manner
• Ability to use discretion and maintain confidentiality
• Strong attention to detail and accuracy in work
• Knowledge of Information Governance

Desirable

• Understanding of the Data Protection Act.