Team Administrator

To be responsible for ensuring the data on RIO and Local Authority systems is accurate and up to date. The post holder will extract routine data for the Trust and/or team members. To produce reports and alert team to errors and problems as they arise. To be responsible for providing monthly returns on the Care Programme Approach (CPA) and other monthly performance indicators in a timely manner.

To provide other returns as requested. To ensure that all patients and visitors are received in a courteous and efficient manner, covering reception when required. To be responsible for ensuring referrals to the team are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to a senior member of the team.

To facilitate effective communication within the team by providing team members with messages and information. To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person. To support the administration of multi-agency meetings, panels, Safeguarding Meetings and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate. To maintain confidentiality of service users and professional information at all times.

Organise clinics and meetings including room bookings or video conferencing as required. Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. To liaise with the Office Manager on matters relating to building maintenance issues and where appropriate co-ordinate all the support services provided to the team including domestic, catering, security, estates etc. To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.

Photocopy/fax/scan/email as requested by other members of the team. To implement Trust and team policies/procedures and propose changes to practices if necessary. To support cashiers function in accordance with financial controls and procedures.