Team Administrator - NHS Talking Therapies

Oxleas NHS Foundation Trust

Aug 8

Applications are closed

Job
Full-time
Junior & Mid Level
London

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Requirements

- Ability to maintain accurate and clear records regarding referrals, waiting lists, records of appointments both written and computerised
- Responsible for ordering and maintaining all stock and non-stock stationery ensuring items are replenished and readily available and using the Cardea system
- Promote a positive image of mental ill health ensuring respect for the dignity and rights of individuals at all times
- Using IT packages including Word and Excel, Internet and Email
- Log referrals onto IAPTUS (our patient information system) and check client details on the RIO database, allocation and closure of cases ensuring accurate and timely entry of client data
- Follow up with clients on care pathway system, to ensure clients are correctly allocated on the IAPTUS system
- Ability to concentrate and use computers for long periods of time
- Experience of servicing meetings, minute-taking and follow-up administration
- Maintaining accurate waiting lists in conjunction with team managers
- Ability to prioritise work
- Ability to deal with occasional distressing situations
- To be able to work unsupervised and respond to situations which may arise requiring autonomous advice and decision making
- Undertake any training for the development of this post in conjunction with your own personal development
- Undertaking any other duties commensurate with the level of the post as required to ensure the efficient and effective running of the service

Responsibilities

To deliver a high-quality comprehensive administration service to the NHS Talking Therapies Team whilst prioritising a busy workload and meeting deadlines.
To liaise with other professional bodies and organisations as appropriate.
Provide support to the administrative and employment pathway for the service.
To respond to incoming calls and deal with enquiries ensuring appropriate action is taken and messages are accurately passed to the relevant staff members.
To deal confidentially and sensitively with telephone calls and face to face contact from clients and others.
To deal with incoming mail on a daily basis, distributing and taking appropriate action as necessary, ensuring urgent matters are brought to the attention of the appropriate member of staff.
Ability to maintain accurate and clear records regarding referrals, waiting lists, records of appointments both written and computerised.
Responsible for ordering and maintaining all stock and non-stock stationery ensuring items are replenished and readily available and using the Cardea system.
Promote a positive image of mental ill health ensuring respect for the dignity and rights of individuals at all times.
Using IT packages including Word and Excel, Internet and Email.
Log referrals onto IAPTUS (our patient information system) and check client details on the RIO database, allocation and closure of cases ensuring accurate and timely entry of client data.
Follow up with clients on care pathway system, to ensure clients are correctly allocated on the IAPTUS system.
To provide cover for the administration and reception team during annual leave or sick leave.
Ability to concentrate and use computers for long periods of time.
Experience of servicing meetings, minute-taking and follow-up administration.
Maintaining accurate waiting lists in conjunction with team managers.
Ability to prioritise work.
Arrange interpreters to attend appointments with clients as requested.
Ability to deal with occasional distressing situations.
To be able to work unsupervised and respond to situations which may arise requiring autonomous advice and decision making.
Undertake any training for the development of this post in conjunction with your own personal development.
Undertaking any other duties commensurate with the level of the post as required to ensure the efficient and effective running of the service.

FAQs

What are the primary responsibilities of the Team Administrator in NHS Talking Therapies?

The primary responsibilities include delivering a high-quality administration service, managing calls and enquiries, maintaining records, ordering supplies, and logging referrals on the IAPTUS system.

Is experience in dealing with sensitive information required for this position?

Yes, candidates must be able to deal confidentially and sensitively with telephone calls and face-to-face contact from clients and others.

What IT skills are needed for the role?

Proficiency in using IT packages including Word, Excel, the internet, and email is required, as well as experience with patient information systems like IAPTUS and RIO.

Will I need to manage a busy workload?

Yes, the role requires prioritizing a busy workload and meeting deadlines effectively.

Are there training opportunities available for this role?

Yes, undertaking training for personal and professional development is a part of the role.

Do I need to have experience with minute-taking and servicing meetings?

Yes, experience in servicing meetings, minute-taking, and follow-up administration is necessary.

Will I need to arrange interpreter services for clients?

Yes, arranging interpreters for client appointments as requested is a part of the responsibilities.

Is independent decision-making required in this position?

Yes, the role requires the ability to work unsupervised and make autonomous decisions as needed.

What should I do if I encounter a distressing situation while working?

The position requires the ability to handle occasional distressing situations appropriately and with sensitivity.

Will I be involved in maintaining accurate waiting lists?

Yes, maintaining accurate waiting lists in conjunction with team managers is part of the job responsibilities.

Oxleas NHS Foundation Trust

We're kind, we're fair, we listen, we care.

Science & Healthcare

Industry

5001-10,000

Employees

1944

Founded Year

Mission & Purpose

Oxleas NHS Foundation Trust provides a range of healthcare services, including mental health, community health, and learning disability services across South East London and Kent. Their mission is to improve lives by providing high-quality, safe, and responsive healthcare tailored to individual needs. The trust aims to be a leader in delivering compassionate and innovative care, working closely with patients, carers, and communities to promote health and well-being.