Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Job Title:

Administrator

Location:

London House, London Road, Bracknell, RG12 2UT
- once training is complete role will be 1 day in the office and 4 days working remotely

Hours:

37.5 hours per week – Monday – Friday mixture of shifts 8am – 4pm / 9am – 5pm – 12pm – 8pm (rota given with 2 months notice)

Trust:
Berkshire Healthcare NHS Foundation Trust

Role type:
Temporary for 3 months with possibility of becoming permanent

Role details

The post holder will provide a high level of administrative support and maintain effective office processes and procedures in relation to routine and urgent referrals for the Common Point of Entry (CPE). The role of CPE administrator is set within a busy open plan office and a majority of the time is spent dealing with incoming phone calls, which can be sometimes difficult and upsetting.

On-going support and training is provided. The post holder will work under the direction and supervision of the Admin Manager and ensure good communication is maintained, being the first point of contact for the service.

Duties & responsibilities

* To be the central point of contact and maintain relationships across the service, assisting the team in the development and maintenance of efficient and effective office procedures.

* Due to the nature of the work, receiving and dealing with difficult patient and stakeholder contacts and seek appropriate support if required.

* Effectively manage screening of Mental Health referrals, based on priority indicated and information provided and uploading them to relevant waiting lists.

* Attend designated meetings where the information may be complex and sensitive, taking and transcribing minutes. Distribute information prior to and after meetings in a timely way.

* Ensure all office systems ( including Standard Operating Procedures) are maintained to a high standard, both electronic systems and digital technologies , across the service, developing systems to ensure that services run smoothly through having well planned and organised administrative systems and processes in place.

* Ensure the efficient and accurate recording of data on all electronic systems

* Type confidential correspondence, reports and other documentation to a high standard within agreed timescales.

* Provide dedicated planning, coordination and administrative support to CPE clinical team ( includes Psychiatrists, Pharmacists and Psychologists), Service leads and Head of Service, which will also include booking of planned assessments.

* Promote effective communication channels across the service, including procedures for answering telephones and taking messages. Report any faults with telephone equipment to relevant parties and monitor until any issues are resolved.

* Manage all generic inboxes and action emails as necessary, as well as identify and prioritise urgent workload before more routine tasks independently.

This role may require you to show evidence of vocational level 3 qualification or at least 2 years relevant experience.

You’ll learn the following whilst working at the trust:

 1. An in depth understanding of the roles and responsibilities involved in working within the NHS

 2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times

 3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation

You’ll have the following skills/experience:

* Ability to plan and prioritise own workload and that of the service on a daily basis, working mainly without supervision and using own initiative.

* Ability to handle calls and deal with distressing information

* Experience of contact with mental health patients (desirable)

* Reliable and organised paying attention to detail, with…