Administration Officer

at  Essex County Council

ACCOUNTABILITIES:

• To support the AMHPs in uploading official documentation onto Trust and ECC systems.
• To work unsupervised on a daily basis prioritising own workload using initiative as to what is routine and what is urgent
• To maintain electronic diaries, to arrange appointments and meetings via electronic systems. Ability to deal with short notice planning and last minute changes
• Handle incoming and outgoing telephone calls to consultants, doctors and clinical staff in a polite and efficient manner. Receive and deal with telephone enquiries, responding appropriately to callers including high risk, abusive, threatening, depressed, suicidal and vulnerable client and carers
• Timely recording and storage of accurate data for required areas of the administration service. Provide and assist in the provision of audit data
• The centralised service will require a team approach to ensure cover for absence across all services / locations and the post holder will be required, on occasion, to relocate to provide this cover. This will include reception cover.
• Maintain strict confidentiality at all times
• Record accurate messages and follow them up appropriately in accordance to department guidelines
• Responsible for the reimbursement of fares from petty cash to service users and responsible for following policy and procedures for the maintenance of the petty cash
• Maintaining departmental stationery stock ensuring that the appropriate service is charged
• As services develop and change, the post holder may be required to undertake other responsibilities within the Trust.
• The post holder will need to spend frequent periods of time within an office environment sitting in a restricted position at PC and keyboard computer.

SKILLS, KNOWLEDGE AND EXPERIENCE:

• Responsible for ensuring all correspondence is accurately and appropriately presented using Trust and departmental procedures and medical terminology used by the clinical staff.
• To be skilled and experienced in the full range of secretarial work practices, software programmes and specialised functional terms.
• To be proficient with Microsoft packages, Trust and ECC electronic systems to provide administrative support to clinical staff.
• To use the knowledge and experience to meet the needs of the clinical teams by completing non routine tasks on a daily basis.
• To update skills as necessary and attend mandatory training and maintain records as per Trust policy.
• Ability to communicate both verbally and in writing for routine information.
• Methodical, organised approach to work, with good attention to detail.
• To concentrate on completing tasks during periods of frequent interruption from the staff and service users and switching attention.
  To read more about us please visit: Adult Social Care
  Why Essex? Essex County Council has a location to be proud of. Our 1,300 square miles stretch from Constable Country to the Thames Estuary, from the dynamic M11 corridor to the traditional seaside resorts of Clacton and Walton. England’s oldest town, Colchester, and two of its newest – Basildon and Harlow – are right here. Along with the City of Chelmsford, the county town, they form our major population centres. It means real choice and makes Essex the ideal place for your career. Read more about us here.
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PLEASE NOTE THAT THIS IS A PART TIME ROLE WORKING 30 HOURS PER WEEK.

Essex County Council (ECC) is one of the largest and most dynamic local authorities in the UK. The purpose of this job is to operate as a centralised department providing a comprehensive administration service within relevant service area and meet agreed service standards under the Section 75 Partnership Agreement.
This post will be working within the local Mental Health Trust to support the Approved Mental Health Professionals (AMHPs) and the local community team.
The administrative teams will cover all areas of clinical activity including all community teams, specialist services, wards, medical records and any future planned operational services.

WHAT YOU SHOULD DO NEXT

If you are interested in finding out more about this role, we would love to hear from you. Please apply via the Working for Essex website.
As part of employment with Essex County Council (ECC) should your role require a DBS check you will be required to register with the DBS update service. The DBS update service ensures all registered DBS certificates are kept up to date and allows authorised parties to view the status of your certificate. This is an annual subscription, and you will be responsible for ensuring this is maintained. For further information on the DBS update service please go to https://www.gov.uk/dbs-update-service