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

Administrative Assistant - Louth Talking Therapies Team

This is an exciting opportunity to join an established Talking Therapies service as an Administrative Assistant for the Louth Talking Therapies Team. We are looking for an organized, flexible, efficient team player to join our busy, supportive service.

The successful applicant will be based at Windsor House supporting service delivery.

Duties include reception cover, book patients appointments, input data, and other general office tasks. The service will provide regular supervision and training to support this.

You will require excellent communication, organisational and IT skills as well as having an exemplary telephone manner, with the initiative to work on your own at times.

Lincolnshire Talking Therapies is a successful Talking Therapies service for anxiety and depression that provides a stepped care model for the treatment of people with mild to moderate common mental health problems, e.g., anxiety and depression, in line with NICE guidelines.

• To undertake reception and routine administration duties in support of clinical and non-clinical activity, ensuring a professional and efficient reception service is provided for all visitors including service users, carers, contractors, external and internal stakeholders, along with site colleagues and teams.
• To provide a high standard of service to all colleagues resulting in safe and effective treatments for service users & their families/carers.
• Support the provision of a flexible service.
• Duties provided within defined time standards.
• Compliance with appropriate legislation and LPFT policies.
• Feedback from colleagues and other stakeholders.
• Compliance with CQC standards.
• Accurate and appropriate information is recorded appropriately using the Trust's information systems.
• Productivity targets are met.
• To provide a welcoming and professional reception to the service and to ensure both telephone and personal/physical enquiries are dealt with in a prompt, polite, calm, confidential and efficient manner.
• To provide administration duties including taking or relaying accurate messages, dealing with incoming and outgoing post, photocopying, room bookings and assisting with the effective dissemination of information as appropriate.
• Communicate sensitively with any individual attending site, maintaining strict standards of confidentiality and professionalism, ensuring prompt attention in a professional and sensitive manner, assessing situations and seeking further information/support where required.
• To ensure patient and staff confidentiality is maintained at all times, adhering to Trust and national policy regarding the same.
• To manage workload under supervision, seeking advice when required, performing routine administrative tasks to support site teams when requested, to the acceptable standard of quality and accuracy.
• To have a thorough working knowledge of electronic systems including email, SHARON, Clinical systems and Datix and to update these systems in a timely and accurate manner and in accordance with Trust policy.
• Where needed or instructed, to assist in the scanning of documentation within the area of responsibility including the compilation of records for new patients, filing, archiving and using the tracer system in accordance with the Trust Records Management Policy.
• Gather appropriate information from a variety of sources to input accurately onto a database.
• Process referrals on to the IAPTus system and collect minimum data set information for patients prior to commencing treatment.
• Type and produce letters, reports, faxes and e-mails to an accepted standard of quality and accuracy as required.
• Assist in scheduling of appointments and diary management as appropriate using IAPTus to schedule assessment and treatment appointments.
• Assist with the distribution and collation of information around referrals, waiting lists and other statistics to ensure optimum usage of facilities and assist the team co-ordinator in monitoring statistics, thus ensuring statutory performance and contracting data is up to date.
• Participate in Supervision and appraisal in line with Trust policy.
• To recognise the…