Mental Health Services Administrator

Job Overview

To provide comprehensive administration and secretarial support to multidisciplinary teams, wards or departments, including named medical staff, junior medical staff and the system-wide multi-disciplinary team. This will include being the first point of contact for that team and could involve duties such as meeting and greeting visitors, receiving initial enquiries and directing telephone calls. The post holder will be key in maintaining diaries and arranging meetings, taking formal minutes and keeping appropriate records on the most up-to-date templates.

Their work is managed rather than supervised and they are accountable for their own actions – the manager is available for reference but generally they will manage their own workload. Please see attached Job Description file for a full list of duties and responsibilities.

• Medical Staff
• Multidisciplinary Teams (Community or Inpatient)
• Service Users and Carers
• Health and Social Care teams
• Third sector/voluntary agencies
• Community groups and local authority provision
• Other statutory agencies e.g. Police, Ministry of Justice, etc.

Providing secretarial support to named medical staff/management team. Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement. The arranging and negotiation of various meetings including those with other agency involvement. Negotiating diary conflicts and competing priorities as appropriate. Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and meetings, etc.

Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. This may include sensitive information. The provision of and updating of patient notes, collation of information for transfer of care. Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective. Facilitating the administration processes for the Team meeting. To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.

To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner. Exercise judgement when dealing with patient enquiries, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals. Escalating issues to the Lead Clinical Services Administrator as appropriate. Arrange meetings and appointments for members of the team including the scheduling of:
Consultant Clinic Appointments, Tribunals, Room Bookings, Other bookings as required. Arranging and rearranging as appropriate clinics, appointments. Type patient reports/correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto the Rio system.

The post holder will order stationery and other necessary items for the team via the procurement system. May be responsible for petty cash float/handling. Supporting the induction of new staff members as required. Produce confidential correspondence and reports on a frequent basis. Supporting the Team/Service Manager with the Administration of meeting, RCA's, investigations, etc. Maintain efficient and effective electronic filing system, Internet, Intranet, patient records to access and extract information as needed.

Take and distribute formal minutes as necessary. Clerical duties including photocopying and scanning. Undertake surveys or audits as necessary to own work. May be asked to contribute to audit and research projects within the service to inform service development and standards. Provide cover for colleagues when and where necessary. Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.

Prioritise workload with particular consideration to issues arising and responding to…