Team Administrator

Job Overview

We are looking for an experienced team administrator to join our supportive team at Brent Talking Therapies. You will be responsible for providing a full range of secretarial and administrative duties to support the effective delivery of a high-quality service. We are a large, well established service based in a diverse borough of London. Our service provides low and high intensity therapies at Step 2 and Step 3, alongside our Step 3 counselling service. We are passionate about the work we do and care provided to service users, and work by the trust values of compassion, respect, empowerment and partnership. Our team is key in the work we do and service provided to the population of Brent.

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.

Main Duties of the Role

The post holder will support the clinical team in carrying out their duties. This will range from data entry in relation to referrals, general typing, taking call from clients, arranging appointments, organising psychology files, distribution of post, arranging meetings, receiving and disseminating information, and the provision of a receptionist service in order to enable the team to carry out a range of clinical activity as quickly and effectively as is required. This post will be required to contribute to clinical data management and audit work on a regular basis.

Working for our organisation

The catchment area of the post is the London borough of Brent. The main hub for the service is based at Fairfields House in Kingsbury and there is a satellite hub at Bell House in Willesden Green. You will be required to work across both hubs and in other parts of the borough, e.g. GP surgeries and community settings.

We operate an agile working policy where staff combine remote working and being on-site to deliver face-to-face appointments and other service commitments that require a hub-based presence. The post-holder will work full-time hours and may be required to work at any times between 8am and 8pm on weekdays including an evening clinic as required by the service.

Wellbeing is important within our service and we are a collaborative and cohesive team. We have a dedicated wellbeing group within the service to help support individuals' and the wider team wellbeing.

Benefits of working for CNWL include:

• 27 days of annual leave, plus bank holidays, with an increase to 33 days with continuous service
• NHS discount
• Opportunities for career progression
• New starters will have a 13-week probation period which is a supportive process to allow individuals to learn and work within the key aspects of their role over a period of time
• If you would like to see what it's like to work for CNWL please have a look athttps://www.cnwl.nhs.uk/work

Administrative and Secretarial
1. To work with the administrative team and to ensure the day-to-day management of the office and the development, implementation and maintenance of high-quality office practices and procedures to ensure that all non-clinical requirements of the team are met.
2. To provide a receptionist service for the service as required. To deal with telephone calls, correspondence and direct contacts with clients and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer complex matters or matters relating to clinical risk to relevant senior members of staff.
3. To prepare documents by copy or audio typing using Microsoft office software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.
4. To be fully conversant with computer packages, promoting good presentation, including word-processing and spreadsheets.
5. To arrange meetings and training events for the team as and when required.
6. To act as secretary at meetings if required, taking and distributing minutes as appropriate.
7. To set up and maintain an effective electronic filing system for the department.
8. To take responsibility for ensuring that adequate stock levels of stationery and other clinical equipment are maintained at all times as required and order/procure regularly as needed.
9. To maintain a central record of annual leave, sickness, study and authorised and unauthorised absences when required.
10. To ensure that the record of availability of staff on a daily basis is updated for all staff.
11. To carry out a range of administrative tasks (post, photocopying, taking messages etc)

Data Quality Management
1. To input and retrieve service user details and statistical data into the relevant patient information system.
2. To make sure information is updated on the data systems in use in the various phases of the referral process including post assessment, treatment and closure of cases.
3. To be responsible for the administration and coordination of clients seen in the service where ever the location of the clinic.
4. To assist in carrying out regular checks and annual audit of client case notes and ensure that notes are archived as and when appropriate. To be aware of the Data Protection Act.