To provide efficient secretarial, administrative and reception support within
the Steps to Wellbeing Service (StWS).
To support administrative staff in the StWS office by undertaking
administrative and clerical duties associated with the management of referrals
to the StWS, scheduling of appointments, and preparation of essential reports
in support of the StWS Management Team.
To liaise with members of the public in their dealings with the team/service,
some of whom may prove at times to be distressed, challenging, or aggressive in
To liaise with other members of the StWS to organise and deliver a safe and
efficient office system to support sound patient care, consistent with clinical
governance, whilst helping the team to achieve targets and complete timely
returns of information.
To provide information to patients, staff, carers, relatives, GPs, Community
Mental Health Teams, relating to appointments, patient care, service pathways
and meetings, verbally by telephone, face to face or written in a tactful and
courteous manner often requiring non-clinical advice involving careful analysis
of delicate situations regarding patient care, requiring knowledge of patient
To maintain records including computerised systems, databases and spreadsheets
required by the Team e.g. assessment waiting time information, therapy waiting
information, group therapy lists.
To organise and prioritise own routine and non-routine daily workload. To have
input into developing, organising and implementing new office procedures and
systems e.g. Developing/updating StWS database, procedures for processing
referrals and monitoring waiting times by patch area and organisation of
waiting for treatment files.
To maintain efficient filing systems within the StWS and ensure that these are
kept up to date.
To schedule appointments, individual and group, adjust clinic times as required
for the department. Ensure all notes are ready for clinic. To help develop,
organise and implement office systems that ensure waiting times are tracked and
To provide the Management Team with secretarial duties e.g. type Personal
Development Reviews (PDRs), confidential letters to staff, liaise with HR
regarding interview arrangements, to assist with the induction arrangements of
new staff members.
To prepare handouts, booklets, tables and flowcharts as necessary.
To be able to work with complex accurate data when required e.g. Typing up
psychometric test results, team service planning information.
To share reception duties, using sound communication skills, sometimes being
required to respond calmly to challenging or aggressive communication from
patients. To provide non-clinical advice to patients based on awareness,
knowledge and skills acquired in the course of everyday work in the department.
To transcribe audio/copy reports containing sensitive and sexually explicit
material, requiring long periods of concentration and use of VDUs requiring
some knowledge of medical and psychological terminology. To assist with the
organising and updating of clinical staff diaries.
To record and transcribe minutes/ notes of meetings, assist in audits and
surveys. To assist the Team in the organisation of conferences and away days.
To book and authorise hospital transport for those clients who qualify.
Employment in this post requires a Standard Disclosure and Barring Service
For further details / informal visits contact: Name: Nicola Dean/Debbie Bertie
Job title: Admin Coordinators Email address: N.DEAN@nhs.net Telephone number:
Please feel free to contact the service if you require any more information
regarding this vacancy.
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