Team Administrator

We have an exciting and rare opportunity within Mental Health service for Older people for an experienced secretary to join our team to assist us with the smooth running of the service. The role will work across three closely linked services - care home team, discharge to asses team, and the Integrated care team. The teams are made up of a range of healthcare professionals, who all work together to provide good quality care and input to people who use the service. We regularly hold teaching and reflective sessions and welcome our secretarial staff to join in with these. We also provide regular supervision and an annual PDP to reflect on people's strengths and development needs/ opportunities. The teams cover the Hertfordshire county, and there will be some flexibility in relation to base. There may be occasional travel to other base locations for team meetings, and other events., As the Team Administrator you will work as part of the team to provide vital support to people who use the service, their carers, and our team members. We are looking for an enthusiastic person, who reflects the trust values and behaviors - welcoming, kind, professional, respectful, and positive. The right person will be able to work with a degree of autonomy, The duties of the post include (but not limited to):

• Dealing with incoming phone calls/emails/referrals and actioning or forwarding/signposting to appropriate staff/services.
• Co-ordinating with duty worker
• managing intake of students and their general introduction
• Data entry/ quality improvement
• Minute Taking
• Letter typing
• Ordering equipment and supplies
• Distribution of laptops/other equipment to staff
• General administrative tasks (copying, scanning, printing, post, memory stick, distribution/telephone lists, stationery ordering, room bookings etc)
• Supporting with annual leave requests
• Conducting Multi Disciplinary Team (MDT) meeting and Practice Governance (PG) meetings, Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team.
• To be highly skilled and experienced in the full range of secretarial work practices, software programmes and specialised functional terms.
• To be highly proficient and expert in care notes, advising and guiding others in team, supporting new users and instructing them as necessary.
• To use proficient internet skills to access, search and retrieve data relevant to team.
Framework Factors
• To use touch typing, audio and shorthand skills as necessary in daily work
• To use knowledge, and experience to meet the needs of the teams by completing non-routine tasks on a daily basis
• To update skills as necessary and attend mandatory training
• To use a range of communication skills to develop effective relationships with managers, teams and colleagues; facilitating effective and timely communication.
• To exchange confidential, sensitive information with staff, service users and carers, in person or on the telephone. The unpredictability of service users means that persuasive, re-assuring, empathic, counselling skills are required at all times
Communication and relationships
• To use developed communication skills with service users who may have difficulty understanding, and at times to give disappointing information to service users e.g. cancelling appointments
• To be experienced with a range of communication methods including telephone, fax, e-mail and scanner.
• To provide cover for reception, as required.
Analytical and judgmental
• The post holder will use their own judgement to find solutions to staff requests/needs through the use of analytical and problems solving skills.
Planning and Organisation
• To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
• To report and ensure equipment and environment faults are dealt with by relevant persons
• To update filing systems.
• To arrange meetings, compile agendas and take formal minutes
• To deal with all service user enquiries, exercising initiative with regard to necessary action, using sensitivity and tact.
• Ensuring all messages are relayed as quickly as possible to Managers and their teams
• To set up meetings, send out invitation letters, book room and take notes, as required., 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.
  
  RSA III/NVQ 3 or equivalent.
• Advanced keyboard skills
• Trained and experienced at intermediate level in a range of software packages, Word, Excel PowerPoint
• Good working knowledge of email and internet
• At least 2/3 years' experience in a secretarial environment
Desirable criteria
• Proficient knowledge of care notes
• Good standard of English and Numerate
• ECDL qualification
• Advanced secretarial skills such as audio
• Experience in a mental health environment or NHS
• Knowledge of terms used by Mental Health in their day to day working, Evidence of the ability to organise and plan complex events, such as training sessions and meetings
• The ability to organise and prioritise own workload within any specified guidelines where guidance is not readily available, but at set intervals
• Experience of transcribing formal minutes of meetings
• Experience of supervising and training others
• Independent/lone working and team working skills Experience of adapting to change and managing work in a changing environment
• Evidence of ability to be flexible and show initiative, sensitivity, and enthusiasm to work
Desirable criteria
• Proficient in diary management coordinating appointments to ensure best use of Managers' time, Excellent verbal and written communication and presentation skills in person, on telephone, email
• To be experienced in dealing with people in distress in a calm and confident manner, using deescalation skills where appropriate
• To have proven skills and experience establishing effective working relationships with GP's, Managers and colleagues, Problem solving, decision making and analytical skills
• Responsibility of maintaining accurate records of all referrals and patient details, discharging patients, and notifying all professionals and agencies involved
  
  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 4,000 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, Hertfordshire Partnership University NHS Foundation Trust (HPFT) is rated by the Care Quality Commission as an Outstanding provider of mental health and learning disability services. In 2021, we won the prestigious Health Service Journal award for Mental Health Trust of the Year, with the judges saying they were "blown away" by our people's achievements and that everything they saw "sings and hums". This year, our staff rated us the 4^th best mental health and learning disability trust to work for out of all 52 trusts in the country. Our staff tell us that they are proud to be part of the HPFT team, proud of the standard of care we provide and proud that service users are our top priority. Our people tell us they feel supported though a great development, wellbeing and work-life balance offer and a highly compassionate, values-driven culture. We are equally proud of our staff, who live our values of being welcoming, kind, positive, respectful and professional