Detailed job description and main responsibilities

JOB DESCRIPTION / PROFILE

My job makes better lives by ensuring prompt, effective and efficient administrative support to Mindworks Surrey screening team.  

Job Overview To ensure new requests for support are safely and efficiently moved from referral platforms to the appropriate next steps. To support the team in completing administrative tasks.

Qualifications required

Good standard of general education to include 5 GCSE (or equivalent) including English and Mathematics

Experience required

Experience of using Microsoft Office, particularly Word, Basic Excel and Outlook

Experience of administration work

Experience of communicating effectively with a variety of people

Good working knowledge of Data Protection and confidentiality

Suitable for someone who is passionate about providing an excellent service and is able work effectively autonomously as well as part of a team.  

Key Responsibilities

·       To be responsible for maintaining the confidentiality and security of client data in accordance with Trust policy

·       To be able to use referral platforms and SystmOne to accurately enter confidential information to support the safely delivery of services for children and young people, according to standard operating procedures.

• To answer telephone enquiries, transfer messages according to priorities whilst maintaining a helpful and courteous manner at all times

·       To answer and respond to any administrative queries Mindworks Surrey staff have on a day-to-day basis

·       To take notes for clinical/team meetings as required by the team

·       To manage the distribution and date-stamping and associated tasks of any incoming/outgoing post.

·       To support team members in liaising with young people and their families /carers/secretaries/GP’s and other relevant care agencies

·       To maintain an effective electronic filing system, including retrieval of

paper files from archive storage.

·       To undertake photocopying and maintaining stocks of relevant forms and leaflets for team use

·       To coordinate and book rooms for meetings and clients’ appointments

·       To liaise with estates dept regarding any repairs required within the base in order to maintain a safe working environment

·       To share responsibility for securing the building at night – ensuring the area is secured subject to local procedures

• To follow Trust and team policies/procedures and propose changes to practices if necessary.

• May be asked to provide cover for other colleagues in other admin teams as required for short absences due to annual leave or sickness

General

a)         All staff will have a sound awareness of Safeguarding issues and be clear about their respective roles and responsibilities to report, respond to and share information in relation to Safeguarding Children, Safeguarding Adults, Domestic Abuse and Public Protection.

b)         All staff will have knowledge of and adhere to the Data Protection Act and will not disclosure to any person or organisation, any confidential information that comes into their possession in the course of their employment.         

c)         To fully participate in the Trust’s performance review and personal development planning process on an annual basis.

d)         Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.

e)         To achieve and demonstrate agreed standards of personal and professional development within agreed timescales.

f)          To contribute positively to the effectiveness and efficiency of the teams in which he/she works.

g)         To undertake any other duties at the request of the line manager which are commensurate with the role, internal job rotation and absence cover.

h)         To contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies.

i)           To contribute to the prevention and control of health care associated infection by adhering to Trust policies and guidelines.

j)           Surrey & Borders Partnership NHS Foundation Trust is committed to valuing and promoting diversity in employment, service delivery practices and its’ general environment. An expectation of all leadership posts within the Trust is that each individual will take responsibility for promoting open, inclusive and accessible service provision, staff development and a culture that values and respects difference.

Employees must:

·       Cooperate with the Trust and its officers in implementing the requirements of the Health & Safety at Work etc Act 1974.

·       Take reasonable care of their own health, safety & welfare.

·       Refrain from doing anything which may constitute an unacceptable health & safety risk to themselves or others.

·       Report any defective equipment, unsafe situations or practices immediately to the responsible manager.

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