Lead Administrator - Single Point of Access

This role is part-time for 22.5 hrs
Are you an experienced administrator that can role model and lead an administration team?
Are you able to think quickly and adapt your style and prioritise effectively to ensure the smooth running of a service?
Have you worked within an NHS Service?
This is a fantastic opportunity to job share as a lead administrator within a busy and dynamic multidisciplinary team.
The Single Point of Access is the first contact for people in mental health crisis or need and professionals referring in to Surrey and Borders Partnership within Surrey and North East Hampshire. The team is made up of care support workers, mental health professionals and a dedicated admin team to ensure that we are able to provide appropriate care in a timely manner operating a "no wrong door" approach., + Knowledge of a full range of secretarial procedures and software programmes through RSA3/NVQ3 or equivalent experience.
+ Deal with the day-to-day demands on the service and aim to resolve problems with clinicians. Use own initiative to ensure that urgent matters are brought to the attention of the Service Manager.
+ Provide mutual support to the team during times of workload pressure to ensure adequate cover for the team as well as to organise cover during periods of sick leave.
+ Exercising judgement with to patient enquiries assessing urgency and taking appropriate action, some of which will be complex.
+ Prioritise and organise own workload effectively and efficiently.
+ Supervise, support and manage the administrative team including undertaking appraisals as well as monthly supervision.
+ To be involved in the recruitment process for the administrative posts within the team including ensuring the job description/person specification is appropriate
+ Be part of the management team and advise on all matters relating to administrative services.
+ Have a good understanding of data collection and be able to present this in a range of format including PP, excel and verbally.
+ To take notes/minutes of clinical and administrative meetings as required by the team and to take forward actions arising from these., + Provide mutual support to the team during times of workload pressure to ensure adequate cover for the team as well as to organise cover during periods of sick leave.
+ Exercising judgement with to patient enquiries assessing urgency and taking appropriate action, some of which will be complex.
+ Prioritise and organise own workload effectively and efficiently.
+ Supervise, support and manage the administrative team including undertaking appraisals as well as monthly supervision.
+ To be involved in the recruitment process for the administrative posts within the team including ensuring the job description/person specification is appropriate
+ Be part of the management team and advise on all matters relating to administrative services.
+ Have a good understanding of data collection and be able to present this in a range of format including PP, excel and verbally.
+ To take notes/minutes of clinical and administrative meetings as required by the team and to take forward actions arising from these., + To provide supervision on a regular basis to administrative staff in the SPA.
+ To appraise administrative staff in the SPA.
+ To be able to use Systmone, the Trusts electronic health record system and accurately enter information including scanning and uploading correspondence as well as dealing with appointments and health care professionals diaries.
+ Deal with the day-to-day demands on the service and aim to resolve problems with the Team Manager and relevant clinical leads. Use own initiative to ensure that urgent matters are brought to the attention of the Service Manager.
+ Provide mutual support to the team during times of workload pressure, to organise annual leave for administrative staff to ensure adequate cover for the team as well as to organise cover during periods of sick leave.
+ Exercising judgement with regards to patient enquiries assessing urgency and taking appropriate action, some of which will be complex.
+ Prioritise and organise own workload effectively and efficiently.
+ Where relevant supervise, support and manage the administrative team including undertaking appraisals as well as monthly supervision.
+ Keeping administrative staff personal files up-to-date.
+ To be involved in the recruitment process for the administrative posts within the team including ensuring the job description/person specification is appropriate and participate in the interview process.
+ Be part of the management team, attend meetings, and advise on all matters relating to administrative services.
+ Be able to present complex information in a range of formats, including verbally and through the use of information technology.
+ To produce performance reports as and when required.
+ Arranging temporary admin staff in consultation with Service Manager, keeping accurate records ensuring payment is authorised to the correct agencies.
+ Compose non-clinical routine and non-routine correspondence for the Team.
+ Ensure that administrative staff enter performance data on Systmone in a timely manner.
+ To be able to take notes/minutes of clinical and administrative meetings as required by the team and to take forward actions arising from the notes/minutes.
+ Ability to work flexible hours to suit the demands of the service. Perform team audits if and when required.
+ To adhere to the Trusts standards on confidentiality and in accordance with the Data Protection Act.
For further information on job description and key responsibilities, please see attached job description and further responsibilities on the supporting documentation.
We are seeking to enrich the diversity of our Trust to better reflect demographic needs of the populations we serve and to enhance the skills of our workforce. We actively encourage applicants with underrepresented personal characteristics to apply for this role if you match the job description. Please note that you are not restricted from applying for this role if you do not identify with these characteristics and all applicants will be considered fairly against the job description.
As a flexible working and friendly organisation, we want to ensure that you can work in a way that is best for us, our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement whether that's job share, part time or any other flexible working patterns.

+ Knowledge of a full range of secretarial procedures and software programmes through RSA3/NVQ3 or equivalent experience.
+ Deal with the day-to-day demands on the service and aim to resolve problems with clinicians. Use own initiative to ensure that urgent matters are brought to the attention of the Service Manager.