Team Administrator

• Applying for :- Team Administrator
• Type of availability :- Temporary
• Shift Patterns :- Monday and Friday ,9.00am - 5.00pm
• Shift Hours:- 37.5 hours/Week
• Department: CMHT Chiltern
• Trust: Oxford Health NHS Foundation Trust
• Placement End Date :- Until end of June 2025 (Subject to review) (Possibly could be extended by the Trust)
• Available from : ASAP

Job Description :

• Microsoft Office Package - mandatory
• Strong typing skills with proficiency in audio transcribing - mandatory
• Rio - desirable
• True Colours - desirable

JOB PURPOSE

• To provide an efficient secretarial and administrative support to the Chiltern Mental Health Team (CMHT), which compromises of a range of Health and Social Care professionals.

DUTIES AND RESPONSIBILITIES

Main Tasks:

• Provide comprehensive administrative and secretarial support to the CMHT, including consultants, team managers, and clinicians.
• Maintain diaries and records for the team manager and community lead, which includes scheduling meetings, preparing papers, and taking minutes when required.
• Oversee all aspects of Doctors' Outpatient Clinics, including booking, rearranging, and confirming appointments, and ensuring electronic databases are kept up to date.
• Manage correspondence efficiently by reviewing, processing, and taking appropriate action.
• Receive telephone calls using a high level of initiative and responding in a confidential and sensitive way and action in the appropriate manner. This may include highly sensitive information such as emergency calls, and calls from distressed patients or relatives, etc.
• Produce accurate and high-quality audio and/or copy-typed letters and reports for patients, GPs, and other professional agencies.
• Proofread and edit correspondence and documents to maintain a professional standard.
• Ensure client-related documentation is entered accurately into databases and ensure all clinical data is current and compliant with Trust standards.
• Process referrals and manage discharges to the team in line with established procedures.
• Collaborate with managers, Operational Services, and IT support to maintain and improve data quality, contributing to data collection and reporting initiatives.
• Support the office manager in achieving Trust targets by reviewing reports and ensuring data accuracy.
• Maintain staff records, including training, annual leave, and sickness absence, ensuring all information is up to date and compliant.
• Order and manage team stationery through e-procurement systems and oversee the team's petty cash.
• Assist with the induction process for new staff, ensuring a smooth onboarding experience.
• Perform photocopying, collating, and other administrative duties to facilitate the effective running of the service.
• To undertake any other reasonable tasks as determined by the office manager.