Team Administrator (KHTT)

The Kingston Crisis Home Treatment Team is a multidisciplinary, community based mental health team that aims to provide a safe and effective home based assessment and treatment service as an alternative to in-patient admission, and for early discharge from the ward in the least disruptive and restrictive environment. It works in conjunction with, and is integrated with, other local service elements. The workload is team-based and team members do not carry a specific caseload., The post will be working with HTT. Admin tasks to include using computerised information systems (Rio), collating statistics and returns as required by the Trust and Local Authority, word-processing, audio typing using the Big Hand System, booking appointments, developing and maintaining filing systems, being the first point of contact for patients, relatives / carers and other professionals service queries., Administrative

• To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and / or team members. To address and alert teams to errors and problems as they arise.
• To support team members in being able to access basic information held on My Dashboards and Pulse
• To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the shift coordinator.
• 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.
• To support the administration of multi-agency meetings, panels, Safeguarding Meetings and forums as required attending, including the preparation / distribution of agendas and associated papers, formal minute taking and following up actions and distributing these as appropriate.
• To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and Safeguarding Organise meetings including room bookings or video conferencing were possible as required
• Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
• 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.
• To have the need for confidentiality of service users and professional information
• 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.
Secretarial
• To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to priority.
• Audio Typing using the Big Hand technology
• Accessing patient data / updating etc. using Rio
• Book outpatient appointments and consulting / meeting rooms.
• To ensure that computerised records of patient information are maintained and updated.
• To establish and maintain an effective filing system, including clinical files.
• To ensure that all post is opened, date stamped and distributed accordingly.
• To demonstrate initiative, diplomacy and tact when dealing with urgent referrals to the team (often at a point of crisis from other professionals)
• To be proficient and confident in the use of Microsoft packages including PowerPoint, Excel
General
• Plan annual leave in accordance with the needs of the service
• To undertake mandatory and statutory training as required by Trust policy
• To contribute and commit to undertaking an annual Development Review / appraisal
• To undertake personal development as identified in the Personal Development Plan (PDP)
• Undertake and achieve NVQ Business Administration Levels 3 or ECDL
• To provide cover for other administrative staff if they are absent from the office.
  
  NVQ Business Administration level 3 or willingness to work towards achieving it
• ECDL or willingness to work towards achieving it
• GCSE English or equivalent
• Evidence of continuing professional and personal development
Desirable
• Evidence of continuing education
EXPERIENCE Essential
• Demonstrable experience of administrative & secretarial work,
• Experience of working within a multi-disciplinary team
• Front line customer service experience
Desirable
• Experience of working in NHS setting or similar large organisation
• Experience of using computerised databases
• Experience of community working
  
  We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'. This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services. We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do. We offer flexible working, career development and a variety ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive.