Service Administrator

Job Title

Service Administrator Grade

Af

C Band 4 Hours

37.5 per week

Department

Neuropsychiatry Neurorehab Outpatient Service Location

Maudsley Hospital Reports to

Contracts & Admin Support Manager The post-holder will be responsible for the provision of a high quality administrative service to the multidisciplinary team. The post holder will need to be able to prioritise their workload and use their own initiative when dealing with queries from health care professionals and members of the public, promoting the professional and caring image of the service. The candidate will need to have the capability to work under their own initiative and also enjoy working as part of a team. They should possess good communication, interpersonal and organisational skills, with a flexible approach to work. They will provide a professional service for our service users, supporting clinicians in their day-to-day work. The post holder will ensure service users are registered onto the Trusts electronic patient journey system and that appointments are organised and communicated to the service user. The post holder will be dealing with all post into and out of the department and ensure paperwork is scanned and recorded promptly. Above all we are looking for a keen and enthusiastic individual who can show determination and commitment in the role.

Communications and Working Relationships

Multidisciplinary Team Daily Administration Manager Daily Service users/families/Carers Daily GPs/Primary Care Services Daily Clinical Service

Manager As required Key Responsibilities

1) To be able to format using Word letters, reports and discharge summaries. 2) To deal professionally with queries from visitors and telephone callers, ensuring messages are delivered accurately and efficiently. Resolve local issues and use initiative to take follow-up action when appropriate. 3) To provide administrative support to members of the Neuropsychiatry team. This will include using the digital dictation service to access clinicians completed letters which may require formatting prior to being sent out. This must be completed within specified timeframes. 4) Be the point of contact for appointments in the Neuropsychiatry Outpatient Service, maintain a record of those who have attended or missed appointments. Ensuring all clinics remain fully booked ahead of time, meeting service targets. To ensure the timely recording, updating and accuracy of clinical activity entered onto the Trusts database and that quality standards are achieved for all service user records. 5) Process referrals on receipt ensuring they are checked in SPINE and put onto the Trusts system on the day of arrival. 6) Booking service user transport when necessary, ensuring proof of income is provided for the reimbursement of travelling expenses. 7) Responsible for health & safety issues within the department by ensuring bi-monthly environment checks are completed and registered and the Fire Warden checks are conducted monthly. To report any issues to Estates & Facilities via their online system. 8) To deal with deliveries to the team and to ensure such deliveries are signed for by the appropriate member of staff. Process orders for stationery and equipment as required from electronic procurement system with authorisation from a senior colleague. 9) To undertake training and development in line with the responsibilities of the post and ensure mandatory training is completed and updated on time. To participate in supervision and appraisal meetings. 10) To work in a flexible and open manner in line with the needs of the service. To be conscientious, self-motivated and punctual with the ability to work to deadlines. 11) To provide professional line management to Assistant Service Administrator (Band 2/3) The Trust encourages and welcomes applications from people with lived experience of mental health challenges. We see this as valuable and recognise the positive impact this experience can have on the work we do.