Clinical Support Team Administrator

at  Norfolk Suffolk Foundation Trust

Norfolk and Suffolk NHS Foundation Trust provides child and adult mental health services, learning disability, wellbeing, older people’s and eating disorder services across Norfolk and Suffolk.
At any one time, around 23,000 people in Norfolk and Suffolk are receiving care and attention from the Trust. We believe in whole life care - seeing people in the context of their whole lives, understanding the importance of good physical health, friends, family, spirituality, culture, home, work, education and a sense of purpose and achievement to experience good mental health.
Nearly 3,800 full and part-time practitioners care for our service users in hospitals, in the community and in their own homes, whilst an additional 1,400+ staff provide non-clinical support, including cleaning, catering, delivering supplies, ward administration, information technology, human resources and financial services.
We are committed to equality, diversity and inclusion and want to reflect the diversity of our local communities within our teams. We welcome applications from all talented individuals with the relevant qualifications, skills, knowledge and experience.
We are committed to delivering quality driven mental health services. Every individual makes a valuable contribution. We are proud of our staff who have been commended for the care they provide. Do you value working positively, respectfully and together? If so, we’d love you to join us!
We will consider flexible working arrangements for our roles, please indicate in your application if this is something you require

JOB DESCRIPTION/PERSON SPECIFICATION

Please read the job description/person specification carefully and ensure your application reflects the knowledge, skills and experience needed.

APPLICANT REQUIREMENTS

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions

MAIN DUTIES OF THE JOB

The post holder will work closely with the Senior Clinical Administrator to ensure admin provision is effective in supporting the service needs.
You must possess excellent time management skills, a positive and flexible approach and be able to remain calm and responsive under pressure. You will need to be able to demonstrate your communication, prioritisation and administration skills as well as your knowledge of IT systems.
The post holder will be required to input and update the patient record system (SystmOne) which will include accepting referrals and discharging patients as directed by the clinical team. Will be completing general administration tasks such as answering telephone calls, booking appointments, scanning, ordering of leaflet/stationary and sending letters.
Excellent knowledge and experience of using Microsoft Office including Word, PowerPoint, Excel and Outlook to create and maintaining service documents.
Knowledge and experience of using SystmOne is beneficial.
If you are motivated, compassionate, a good team player and keen to make a difference to the lives of people experiencing memory problems then we want to hear from you.

DETAILED JOB DESCRIPTION AND MAIN RESPONSIBILITIES

Provide accurate, prompt and efficient secretarial/administrative support to the clinical multi-disciplinary team which may include spreadsheets and reports.
Use electronic systems to input and access information as required by the clinical multi-disciplinary team. SystmOne experience is essential.
Deal with and process all types of patient referrals liaising directly with General Practitioners, clinical staff including medical staff from other areas.
Liaise with clinical team members in relation to urgent referrals or other emergencies.
Provide non-clinical information to patients and families, where necessary, including cancellation of appointments.
Take and process minutes for teams (across the Locality).
Contribute to effective communication by liaising with internal and external parties and agencies as required on behalf of the team.
Deal with correspondence and communication liaising, prioritising and co-ordinating with the clinical team.
Deal with telephone calls and general enquiries and maintain an efficient message system co-ordinating with team members.
Liaise in a professional manner with each member of the team, providing relevant information.
Maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to all internal and external customers.
Maintain own professional development portfolio and participate in appropriate training programmes and ensuring annual attendance for mandatory training.
Diary management as required for team members to include appointments / meetings, regular commitments to assist in organising the workload.
Ensure confidential information is retained and stored in line with Trust policy in an efficient and effective manner.
Use set procedures to undertake administrative and secretarial functions around legislative procedures i.e. Mental Health Act, Mental Capacity Act.
Attend and contribute to internal/external meetings relevant to the post as delegated by the line manager.
Provide cover for other administrative staff during holidays and sickness, across the Locality.
Liaise with maintenance departments as delegated by line manager regarding buildings and general maintenance.
Liaise with IT departments as delegated by line manager regarding problems / faults with electronic equipment etc.
Be responsive, adaptable and flexible to working across the locality bases.
Undertake other appropriate duties as directed, being adaptable and flexible to service needs and changes across the locality.