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Job description

We are looking for full time team administrator to join our admin team. We are looking for somebody who is a team player, self motivated and can multi task.

The post will be part of an administration team that exists to provide an important administrative and community service to the Harrow Talking therapy Service. This is to include using computerised information systems, collating referrals, supporting the large team of therapists in making appointments and checking monthly returns as required by the Trust, word-processing, developing, maintaining filing systems and being the first point of contact for patients, relatives/carers and other professionals.

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

• Registering referrals
• Booking assessments for the therapists
• Booking and cancelling therapy rooms
• Answering incoming calls
• Handling post
• Monitoring the service mailbox
• Attending team meetings and staff away day.

We are a very friendly and hard working team. We work closely alongside the therapists and management team. this role is a mixture of office based and home working.

• To be responsible for ensuring the data on the required electronic patient care record, is accurate and up to date. The post holder will review the Trust dashboard for team members. To address and alert teams to errors and problems as they arise
• To ensure that all service users patients and visitors are received in a courteous and efficient manner.
• To facilitate effective communication within the team by providing team members with messages and information.
• To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
• To support the administration of team meetings by attending meeting
• Organise meetings including room bookings
• Ensure that administration related Trust KPIs are addressed through regular reports provided by the Team Manager.
• To liaise with the appropriate person on matters relating to building maintenance issues and where appropriate co-ordinate all the support services provided to the team including domestic, security,

estates etc.

• To understand the process for the ordering and purchasing of stationery and office supplies for staff

as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.

• To have the need for confidentiality of service users and professional information.
• To take responsibility for ensuring the security, cleanliness and maintenance of premises and equipment, ensuring that any work required is carried out by the appropriate agency.
• Photocopy/fax/scan/email as requested by other members of the team.
• To undertake any other duties commensurate with the general level of responsibility of the post.
• To implement Trust and team policies/procedures and propose changes to practices if necessary.