Team Administrator

Overview

We have an exciting opportunity for a Team Administrator to join our Adult Community & Outpatient Teams in Vincent Square Eating Disorder Service based at the Stowe Site. The Eating Disorder Service offers a range of specialist services to women, men, children, and young people who are suffering from anorexia nervosa, bulimia nervosa, and other eating disorders. The service provides a wide range of treatments, including assessment and community, outpatient therapy, intensive care pathways, day programme services, and inpatient care across different sites.

We are looking for an enthusiastic and motivated Team Admin to provide important administrative and customer service to ensure the smooth running of our very busy and dynamic team. The role comes with a variety of responsibilities, providing support to the clinical team, service users, patients, and carers who attend the service.

The EDS team is strong, supportive and has excellent structures to offer regular supervision. This is a great opportunity to join our team to support the delivery of high-quality EDS for North West London. We are looking for exceptional individuals with the right attitude, skills, and knowledge who share our passion to deliver the best quality care experience for patients and their families.

This post is highly suitable for an applicant who is working at a similar grade in the NHS or for those currently working in a non-NHS setting with aspirations to enter into Health Service administration. This role is vital to ensuring the smooth running of our busy team and supporting clinicians, service users, patients, and carers. As an NHS Trust, we encourage vaccination to help protect staff and those accessing our services.

On-site, you will deliver a broad range of administrative tasks and occasional cross-site cover. Duties include managing referrals, booking appointments, contacting patients, answering queries, preparing letters, minute taking, arranging interpreters and taxis, supporting inductions, ordering stationery, and maintaining effective systems. Strong communication and IT skills, including Microsoft Office and MS Teams, are required.

• You must be able to prioritise your workload, work independently with good judgement, and provide cover for Roxborough Road, Verney House, and the Children and Young People Eating Disorders Service when needed.
• To prepare documents (letters, memos, reports etc) by copy or audio typing using Microsoft Office software, ensuring all policies and procedures are adhered to.
• To act as the first point of contact for the service, accommodate and guide our service users, visitors to the correct team. Handle telephone and email enquiries from external bodies, Trust staff, clinicians, service users and relatives.
• The post holder is required to exercise judgment about how to handle such calls in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages when necessary.
• To report any incidents on DATIX and escalate to management as soon as possible.
• To ensure effective communication within the team.
• To prioritise own workload according to service needs and effectively manage conflicting priorities by developing and maintaining systems.
• To input data to electronic database system/s and/or use database as and when required in line with Trust procedures and protocols.
• To ensure filing systems are maintained to a high standard and with due recognition of the need for confidentiality and security.
• To ensure the maintenance of adequate stock levels of stationery and other equipment at all times.
• To act as secretary at meetings, taking and distributing minutes as appropriate.
• To arrange meeting and training events for the team as and when required.
• To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency.
• To maintain a diary of activities and/or room bookings to facilitate effective use of resources.
• To cover across sites when required by the service.
• To liaise with IT Department and other services as and when required for any issues that may occur within the service.
• To develop and maintain an updated internal and external contact lists.
• To participate in assisting the local admin induction of new or temporary staff to the team.
• To understand health and safety and fire regulations and to assist in maintaining a safe environment for service users, staff and visitors to the service, reporting building repairs required to the responsible manager.
• To liaise with domestic services staff to ensure the environment is kept clean and reporting any recurring problems to the responsible manager.
• To enter required data into the Trust's patient administration systems and to make use of data bases as directed by managers in the course of clinical duties.
• To use computer and computer software to prepare reports,…