We are recognized locally, nationally, and internationally for providing high-quality, innovative healthcare. We aim to employ only the best people, and our experts are frequently called upon to contribute to national health strategy and policy, and many models of our care have been adapted for use in other countries.

We offer flexible working options, including bank assignments for most roles. See attached Staff Reward and Wellbeing Handbook detailing our benefits, discounts, and wellbeing initiatives for staff.

Become part of our team. We care for you as much as you care for others.

Detailed Job Description and Main Responsibilities

Administrative

• Deal with incoming and outgoing mail.
• Assist clinical staff in preparing documents and typing correspondence as necessary, using Microsoft Word, maintaining an accurate filing system and general office organization, ensuring that all policies and procedures are adhered to.
• Assist in the administration of the Care Programme Approach (CPA) process.
• Organize CPA meetings and ensure relevant parties are invited and documentation is presented as required.
• Provide a reception service and deal with telephone calls, correspondence, and direct contacts with patients and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer complex matters to relevant medical or nursing staff.
• Receive patients, carers, and relatives onto the ward in a polite and friendly manner, checking identity details, and providing information and advice as required.
• Be responsible for the ordering, storage, and distribution of clinical, non-clinical, and stationery supplies for the ward.
• Arrange transport and keep accurate records and book outpatient appointments as necessary.
• Organize requests for medical investigations (blood tests, x-rays, etc.) and ensure that results are available when required.
• Assist the Mental Health Act Co-ordinator with the administration of the MHA process as necessary.
• Liaise with other departments within OPHA services/Trust/external organizations.
• Inform relevant staff of new staff or leavers on the unit.
• Attend the team/ward staff meetings, admin. meetings, etc.
• Report and follow up on any maintenance issues on the wards.
• Provide cover for other administration staff as required.

Data Quality/Management

• Ensure that the quality of data entered onto SystmOne is in line with procedures.
• Provide basic data and IT support to clinicians.
• Undertake data-related pieces of work for the Directorate, as requested by senior staff or the Directorate’s Business & Service Improvement Manager/Business Support Officer.
• Have basic Microsoft Excel spreadsheet skills.

Medical Records

• Maintain a filing system and record the movement of patients’ case notes, ensuring that notes are archived as and when appropriate and that all policies and procedures are adhered to.
• Assist in quarterly or annual audits of patients’ records.

Finance

• Be responsible for the safe-keeping and banking of patient monies while they are on the ward and maintain a system of recording every transaction.
• Be responsible for the safe-keeping of patient valuables and transferring items to the safe while they are on the ward and maintain accurate records of this system.
• Be responsible for the control and management of petty cash on the ward and maintain accurate financial records in accordance with Trust procedures.

Communication

• Patients, carers, and relatives – Non-clinical advice and information.
• Visitors/Public – Non-clinical advice and information.
• Medical and Nursing staff – Receives and provides information relating to patients.
• General Practitioners – Receives and provides information relating to patients.
• External agencies – Receives and provides information relating to patients.

Person Specification

Education and Qualifications

Essential Criteria

• Basic Secondary education or equivalent, including GCSE Maths and English.
• Ability to communicate clearly in both written and verbal English.

Desirable Criteria

• Recognised typing qualification
• NVQ in Customer Care

Previous Experience

Essential Criteria

• 1 year administrative/secretarial/customer care experience

Desirable Criteria

• Experience of working in an NHS environment.
• Experience of working in a mental health care setting.

Skills & Knowledge

Essential Criteria

• Good keyboard skills
• Computer literate with working knowledge of Word for Windows, internet, e-mail, Excel, and database systems
• Effective administration skills with an eye for detail.
• Able to prioritize workload and meet deadlines, accepting work from a variety of different sources.
• Good communication skills – able to listen and respond appropriately and politely to enquiries and requests.
• Able to work cooperatively as part of a team and build and maintain successful working relationships with staff in a variety of different roles.
• Able to maintain clear and accurate records and work systems.
• Ability to observe confidentiality.
• Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach, which considers the needs of the whole person.
• Able to demonstrate ability to build constructive relationships with warmth and empathy, using good communication skills.
• Knowledge of a range of office and administrative procedures.
• Good interpersonal skills, both face-to-face and over the telephone.
• Ability to work in an efficient, systematic, and flexible manner.
• Ability to deal with difficult situations and to address them in a responsible and professional manner.

Desirable Criteria

• Knowledge of client admin systems.