Team Administrator

Due to an increase in workload we have a vacancy for one day per week as Team Administrator working alongside our current Administrator. At present this would be working on Wednesdays., The post holder will lead in providing a comprehensive professional and effective administration and secretarial service to the Street Triage and Mental Health Response Vehicle Teams. The post holder is the first point of contact to the team, therefore must display a considerable degree of initiative. Possess mature judgement and maintain a calm, friendly and efficient manner when dealing with service users, their relatives, colleagues and visitors. The post holder will be required to work independently using own initiative, applying a high degree of confidentiality to all of their work, and will also be required to undertake non-routine duties without direct supervision, working within broad procedural guidelines. The post holder will receive direct supervision from one of the Team Leaders. The main administrative role is in completing, checking and sending of letters of assessment to GP Surgeries; mostly within Hertfordshire but also across the country. The Teams clinicians work out of hours the majority of their time and our Administrator is essential in ensuring our obligation to GPs, following any assessment, are fulfilled. This role can be remotely worked, after suitable training, with the agreement of the Operational Manager for ST/MHRV., · To be highly proficient in using electronic patient records, advising and guiding others in the team, supporting new users and instructing them as necessary. · Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team, and to be able to manage and prioritise incoming and outgoing mail. · To keep data/information systems up to date, storing information correctly and safely. · To arrange meetings, compile agendas and take formal minutes. · To manage and organise own time and work efficiently adhering to deadlines to enable the smooth running of the team. · To use knowledge, and experience to meet the needs of the team by completing non-routine tasks on a daily basis. · To work unsupervised, prioritising own workload, using initiative as to what is routine and what is urgent. · To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work. · To update skills as necessary and attend mandatory training. · To participate in yearly appraisals with supervisor/line manager., The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

• The ability to organise and plan events, such as training sessions and meetings.
• Experience of transcribing formal minutes of meetings.
• Independent/lone working and team working skills.
Desirable criteria
• Experience of supervising and training others.
• Proficient in diary management co-ordinating appointments to ensure best use of the team's time., Trained and experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
• Good working knowledge of email and internet
• Advanced secretarial skills such as audio and shorthand
• Knowledge of terms used by Mental Health in their day to day working
Desirable criteria
• Advanced keyboard skills
• Diary/Management/Outlook management
  
  Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission.
Our family of over 4,500 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout, HPFT supports people with mental ill health, learning disabilities and autism across Hertfordshire, Buckinghamshire, Norfolk and Essex. We employ around 4,500 people who deliver these services within the community and in inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services and medium and low secure learning disabilities services. We have operated as a NHS Foundation Trust since our authorisation in August 2007.