Support Systems Administrator

To provide administrative support ensuring the unit is run efficient & smooth running of the unit. To assist the Support Systems manager with accurate data input and administration., + Providing front-of-house reception duties
+ Receiving and dealing with all incoming calls to the service
+ Providing a comprehensive administrative service including processing all referrals, assessments and correspondence received.
+ For ensuring all incoming emails are dealt with accurately and in a timely manner and distributed to the appropriate persons,
+ For efficient input of case management data
+ For efficient input of data in line with NDTMS requirements

Working for our organisation
ELFT is committed to working in partnership with service users, their social networks and other services to provide strength-based recovery treatment. Our purpose is to reduce drug and alcohol related harm to individuals, families and communities, maximizing the quality of life and well-being of service users and enable service users to make better choices about their lives, enabling recovery.
Our clinical services rely on accurate data collection and data reporting, an analytical approach to understanding themes and trends, efficient electronic case management and efficient electronic administrative system management, 1. To provide reception and switchboard duties, including answering the telephone, taking messages, transferring calls & dealing with clients who may drop in to visit the clinicians
2. To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible
3. To ensure all administrative systems are managed electronically where possible
4. To provide a comprehensive administrative service
5. To maintain office systems and ensure information relating to service users is accessible to relevant staff and to ensure confidentiality at all times
6. To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate
7. To ensure there is an adequate supply of all office items including stationery supplies, information leaflets, available for colleagues and service users
8. To undertake general office duties including: photocopying, collating & binding of documents, laminating etc. as required
9. To ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary & that the office is kept clean and tidy at all times

Electronic Case Management
1. To use the electronic case management system to input data accurately and in a timely manner
2. To ensure efficient input and recording of case management data
3. To ensure that data and recording requirements are fulfilled and that information is shared and disseminated in a professional and timely manner
4. To undertake the in-putting of activity data on to the appropriate database

General
In carrying out the above duties the post holder will:
1. Work in accordance with the appropriate ELFT policy and procedure at all
2. Work flexibly across operational sites as required
3. Work flexibly within an agreed number of hours of work to maintain the most appropriate level of service provision
4. Seek to improve personal performance, contribution, knowledge & skillParticipate in appraisal, training & supervision processes
5. Keep up-to-date with developments in services, legislation & practice relevant to the relevant client group
6. Contribute to maintaining safe systems of work & a safe environment
7. To participate in activity monitoring & basic audit as required
8. To liaise with Estates & Facilities regarding facilities used by the service
9. To report to line manager any issues that are of concern relating to health & safety of the building
10. To arrange appointments & bookings for the service
11. To communicate effectively with a wide range of people from different backgrounds, dealing sensitively & tactfully with clients & their parents/careers in person, or on the telephone
12. To deal sensitively with service users or their careers/relatives who may be distressed. To exercise judgment when dealing with inquiries & resolve patient problems by providing information & advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member
13. To use information technology for a range of purposes
14. To have excellent verbal, written & communication skills
15. To induct new staff to appropriate administration systems
16. To have the ability to remain calm & sensitive in difficult & stressful situations
17. Ensure individual readiness, and participate in team readiness, for meeting all applicable CQC quality standards
18. Undertake other duties appropriate to the level of the post
Making Things Better
Quality Improvement is a key part of our work to improve our services and refine how we do things. We have a global reputation for our quality improvement work and we don't stand still! So we offer a fantastic opportunity for our staff to learn, lead and contribute towards improving our services.
We launched our Five Year Strategy in April 2018, which identified four main strategic outcomes to improve: population health outcomes, experience of care, staff experience and improve value. This complements the NHS Long Term Strategy and sets out our direction of travel.
Our Community
We provide a wide range of community health and mental health inpatient services to children, young people, adults of working age, and older adults in The City of London, Hackney, Newham, Tower Hamlets, Bedfordshire and Luton. We also provide psychological therapy services to the London Borough of Richmond, and provide Forensic services to the whole of North East London. We provide services in urban and rural settings, sometimes in our inpatient units, but mostly in the community close to where people live. Integrated care is key in making the best use of resources and providing effective care.
Aiming High
We were rated 'Outstanding' by the CQC in 2016, were proud to be rated 'Outstanding' again in 2018 and continue to be rate 'Outstanding' in 2021.. We were named in the HSJ's Top 10 best places to work in healthcare and were voted Provider Trust of the Year in 2018.
Staff and Service Users United
We strive to ensure that staff feel valued by the Trust and as they are truly pivotal in delivering better outcomes for our patients and service users. Our aspiration is to help to make ELFT the best place to work. This Trust is clinician-led and provides the highest possible level of clinical expertise throughout its services. We pride ourselves on our service user involvement. A service user will be on your assessment centre and interview panel if you are invited to meet us.
We especially welcome people with lived experience of health difficulties, with insight and understanding of different backgrounds, cultures and lifestyles in our population as we believe that this will equip staff to deliver a high standard of care to our service users and patients.
Diversity
ELFT Is committed to being a diverse organisation and our workforce is reflective of the population and communities we serve. We believe that having colleagues with a range of backgrounds and life experiences enriches and adds value to the outcomes we have set out to achieve. Having partnered and endorsed by organisations who are representative and experts in various areas of equality and diversity, we can ensure we are meeting the pre-set standards all the way from recruitment stage throughout the career journey of our employees by being accessible, having fair inclusive practices and a host of staff networks to support, nurture and celebrate our valued staff in the workplace.
Other reasons to apply
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for 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 another flexible pattern.
As part of the relocation scheme we presently have, the Trust could support you with offering up to £10,000 for removal and associated expenses. This is subject to change and terms and conditions apply.

ELFT has long been recognised as a centre of excellence for mental and health care, innovation and improvement. So it is a very exciting time for you to come and work for us. Our mission is to make a positive difference to people's lives by improving quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.