Band 4 Team Administrator

To provide administrative/secretarial support to the Specialist Psychotherapy Service (SPS) ensuring efficient and smooth running of the service. To work closely with the Lead Administrator and Operational Lead providing an efficient and responsive administrative provision to the service. Be responsible for developing administration systems for the Specialist Psychotherapy Service (SPS) whilst providing day to day administrative support to the team. The post requires the ability to work on own initiative and to liaise effectively with a broad range of professions and to maintain client confidentiality.
To work alongside and to cover, when appropriate, other administration staff across several locations in some instances., Working as a part of the adminitrative team providing a comprehensive administrative service to the Specialist Psychotherapy Service (SPS).
Undertaking general office duties including: photocopying, collating and binding of documents, filing, laminating faxing as required. To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered. Providing clerical support to all team members.
Providing a front line service working on reception carrying out switchboard duties including answering the telephone, taking messages, transferring calls and dealing with clients who may drop in to visit the clinicians as appropriate. Enuring to communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member.
Managing and opening all patient referrals, to maintain a standard filing system ensuring that patient notes, correspondence, questionnaires are kept up to date in line with record keeping policies and ensuring data quality is upheld.
To work flexibly in order that essential priority, tasks are covered and dealt with., 1. To provide a comprehensive administrative service to The Specialist Psychotherapy Service (SPS) e. Including processing all reports, correspondence and documentation, and related filing, faxing, and photocopying.
2. To assist with managing and opening all patient referrals
3. To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc are kept up to date in line with record keeping policies
4. To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets etc available for colleagues and service users.
5. To coordinate the collection of and updating of patient information ensuring data quality is monitored and any concerns raised.
6. To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.
7. To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered
8. To provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing as appropriate.
9. To receive regular one to one and team supervision from the Line Manager.
10. As a Team member to work flexibly in order that essential priority tasks are covered and dealt with.
11. To ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary and that the office is kept clean and tidy at all times.
12. To update patient information on files and on IT database systems ensuring data quality is monitored and any concerns raised.
13. To undertake the in-putting of activity data on to the appropriate Information Systems, and to assist in the collation of statistical information for the purpose of contract and quality monitoring.
14. To participate in activity monitoring and basic audit as required.
15. As a Team member to work flexibly in order that essential priority tasks are covered and dealt with.
16. To report to the Line Manager any issues that are of concern relating to health and safety of the building.
17. To arrange appointments and bookings as appropriate
18. To communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, or on the telephone.
19. To provide reception and switchboard duties including answering the telephone, taking messages, transferring calls and dealing with clients who may drop in to visit the clinicians as appropriate.
20. To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible.
21. To deal sensitively with service users or their carers/relatives who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member.
22. To use information technology for a range of purposes.
23. To report to the Line manager any issues that are of concern relating to health and safety of the building.
24. To have excellent verbal, written and communication skills
25. To induct new staff to appropriate filing and administration systems
26. To have the ability to remain calm and sensitive in difficult and stressful situations
Making Things Better
Quality Improvement is a key part of our work to improve our services and refine how we do things. We have a global reputation for our quality improvement work and we don't stand still! So we offer a fantastic opportunity for our staff to learn, lead and contribute towards improving our services.
We launched our Five Year Strategy in April 2018, which identified four main strategic outcomes to improve: population health outcomes, experience of care, staff experience and improve value. This complements the NHS Long Term Strategy and sets out our direction of travel.
Our Community
We provide a wide range of community health and mental health inpatient services to children, young people, adults of working age, and older adults in The City of London, Hackney, Newham, Tower Hamlets, Bedfordshire and Luton. We also provide psychological therapy services to the London Borough of Richmond, and provide Forensic services to the whole of North East London. We provide services in urban and rural settings, sometimes in our inpatient units, but mostly in the community close to where people live. Integrated care is key in making the best use of resources and providing effective care.
Aiming High
We were rated 'Outstanding' by the CQC in 2016, were proud to be rated 'Outstanding' again in 2018 and continue to be rate 'Outstanding' in 2021.. We were named in the HSJ's Top 10 best places to work in healthcare and were voted Provider Trust of the Year in 2018.
Staff and Service Users United
We strive to ensure that staff feel valued by the Trust and as they are truly pivotal in delivering better outcomes for our patients and service users. Our aspiration is to help to make ELFT the best place to work. This Trust is clinician-led and provides the highest possible level of clinical expertise throughout its services. We pride ourselves on our service user involvement. A service user will be on your assessment centre and interview panel if you are invited to meet us.
We especially welcome people with lived experience of health difficulties, with insight and understanding of different backgrounds, cultures and lifestyles in our population as we believe that this will equip staff to deliver a high standard of care to our service users and patients.
Diversity
ELFT Is committed to being a diverse organisation and our workforce is reflective of the population and communities we serve. We believe that having colleagues with a range of backgrounds and life experiences enriches and adds value to the outcomes we have set out to achieve. Having partnered and endorsed by organisations who are representative and experts in various areas of equality and diversity, we can ensure we are meeting the pre-set standards all the way from recruitment stage throughout the career journey of our employees by being accessible, having fair inclusive practices and a host of staff networks to support, nurture and celebrate our valued staff in the workplace.
Other reasons to apply
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement whether that's job share, part time or another flexible pattern.
As part of the relocation scheme we presently have, the Trust could support you with offering up to £10,000 for removal and associated expenses. This is subject to change and terms and conditions apply.

ELFT has long been recognised as a centre of excellence for mental and health care, innovation and improvement. So it is a very exciting time for you to come and work for us. Our mission is to make a positive difference to people's lives by improving quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations., Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.