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Location

Hackney, Greater London | United Kingdom

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Job description

To provide administrative/secretarial support to the Homerton Psychological Medicine (HPM) Service ensuring efficient and smooth running of the service. To work closely with the Lead Administrator and Operational Lead providing an efficient and responsive administrative provision to the service. Be responsible for developing administration systems for the Homerton Psychological Medicine (HPM) Service whilst providing day to day administrative support to the team. The post requires the ability to work on own initiative and to liaise effectively with a broad range of professions and to maintain client confidentiality.

To work alongside and to cover, when appropriate, other administration staff across several locations in some instances.

1. To provide a comprehensive administrative service to The Homerton Psychological Medicine (HPM) Service Including processing all reports, correspondence and documentation, and related filing, faxing, and photocopying.

2. To assist with managing and opening all patient referrals

3. To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc are kept up to date in line with record keeping policies

4. To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets etc available for colleagues and service users.

5. To coordinate the collection of and updating of patient information ensuring data quality is monitored and any concerns raised.

6. To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.

7. To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered

8. To provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing as appropriate.

9. To receive regular one to one and team supervision from the Line Manager.

10. As a Team member to work flexibly in order that essential priority tasks are covered and dealt with.

Our mission is to make a positive difference to people's lives by improving the 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
• To organise and plan the workload of the manager by negotiating with internal and external colleagues to fulfil diary commitments.
• Responsible for co-ordination between the managers in order to initiate/produce reports, briefings, papers etc. for meetings and key stakeholders.
• Accountable for producing agendas and papers, taking formal and informal minutes/action notes on laptops where possible and distributing them within the required time-frame as appropriate liaising with meeting attendees to ensure any actions are followed.
• Manage and prioritise all incoming and outgoing correspondence (including emails) initiating responses and drafting where appropriate on behalf of the managers, at all times demonstrating a high level of accuracy, discretion and confidentiality while ensuring responses to deadlines are met.
• To prioritise in the absence of the designated managers to ensure calls and queries are redirected to the appropriate designated person in a timely and appropriate manner.
• Source and gather information to assist the managers in prioritising their workload effectively to ensure deadlines are met.
• Responsible for ensuring the provision of a high quality and timely word processing service, (utilising all Microsoft Office packages), when producing highly sensitive correspondence, reports, emails, presentations, project plans and spreadsheets. Ensuring that files and records are stored and retrieved appropriately in accordance with the Trust’s procedures.
• Where appropriate postholder is responsible for drafting response letters on behalf of the managers.
• Responsible for maintaining an effective communication system including creating and maintaining a database of key contacts for the relevant work-streams within the service for liaison with colleagues in other organisations and key stakeholders.
• Create and maintain effective working relationships with staff at all levels, internal and external, NHS and Non NHS organisations across the whole health economy, locally and nationally.
• Provide and organise cover arrangements as necessary to ensure the service office functions are organised effectively during periods of leave.
• To ensure confidentiality and professionalism is maintained in carrying out personal duties.
• To participate in team meetings ensuring two-way communication is established and maintained throughout.
• Provide cover where appropriate for the wider admin team.
• Support with maintaining Health Roster within the service.

This advert closes on Saturday 9 Mar 2024

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Salary