About this role
Job summary
To support the Clinical staff and Service Manager within Paediatric Psychology Team with administrative functions to enable effective and efficient services to be delivered to children, young people, and their families, in the community.
The post holder will have good organisational ability, strong IT skills and flexibility are required. You will also be required to make some decisions on work matters where analysis of data is required. This will include E-Roster management for clinical staff as led by the Service Manager, Team Lead and Operational Support Officer for Children's Mental Health.
You will support the Support Service Manager and Team Lead in meetings where appropriate with tasks such as arranging meetings, agenda setting, meeting minutes and action log management.
The post holder will provide high quality administrative support to the Paediatric Psychology team with tasks such as receiving and triaging telephone enquiries from patients, carers and professionals, relaying messages, carrying out general office duties, formatting and editing documents, booking rooms for clinics or meetings, supporting the wider administrative team, support with e-roster system and ESR.
To undertake other duties commensurate with this banding as and when requested.
Main duties of the job
1. To receive and triage a range of telephone enquiries from patients, carers and professionals. To liaise with internal and external sources to resolve queries, problems, or complaints. Telephone calls may be of a highly sensitive, contentious, or distressing nature requiring judgement, tact and sensitivity to reach an appropriate resolution.
2. Maintain an effective message taking system ensuring that all messages are passed on to the appropriate individual in a timely manner, in some situations the timing may be critical and own judgement will be required.
3. To carryout general office duties such as collecting and distributing post, reporting faults in line with local protocol, ordering and monitoring stationery.
4. To be aware of clinical needs in sourcing specific items of equipment for the service.
5. To create, format and edit documents using SystmOne including service specific information and medical and legal terminology.
6. To cover reception and associated duties when required.
7. To book rooms or venues as appropriate for clinics or meetings being conscious and aware of special needs. Sometimes this may require prior research into the needs of those attending and medical conditions.
8. To liaise with 3rd parties to obtain information required prior to assessment.
9. To support other administrators and clinical staff as required and be a point of call for queries.
1
About us
NHFT is an NHS Community and Mental Health Foundation Trust, providing physical, mental health and specialty services in hospital settings and in the community. We provide over 200 services across the county - as well as some specialist services in bordering and nearby counties. We work together with our partners to ensure that everyone who comes through our doors receives compassionate, person-centred care, regardless of their background or circumstances.
NHFT promotes a culture of learning, to improve the care and safety of our patients and colleagues. We have achieved our 'outstanding' rating by encouraging opportunity, innovation, development and growth across our workforce.
At NHFT we believe that work should be rewarded in every sense which is why we are proud to an accredited living wage employer.
We aim to support financial wellbeing and create an environment where are people feel valued and able to thrive.
Job description Job responsibilities
. Support the team with Trust systems such as ESR containing training records, inputting supervision and appraisal data.
12. Administer and manage clinic bookings using SystmOne and book interpreters when required.
13. Enter own notes accurately and in a timely manner to SystmOne or if required enter notes on behalf of a clinician. Ensure scanning is up to date and face-to-face and non-face-to-face activity is accurately recorded.
14. To receive and action referrals into SystmOne promptly and efficiently.
15. To support the smooth running of Team meetings and Case Discussions to include setting agendas and taking minutes wither written or from Teams recordings and escalating any action points where required.
16. To support with the RTT process escalate any areas of challenge around data quality to the clinical/operational team.
17. Provide support to new team members. Train new staff on own work area and demonstrate duties where necessary.
18. Ensure SystmOne clinic rotas are maintained at all times.
19. To provide HR support to the Clinical Team to include use of correct forms to ensure staff added removed from systems appropriately.
20. To support with audit projects and collate data as required.
21. Allocate, organise and supervise the workload of junior administration staff within the service area.
22. To be trained as Super User in the relevant clinical system and train new staff within the service area.
23. Ensure up to date personal awareness and knowledge of Trust wide issues, external impacting factors and directives, applying the knowledge in the workplace, including attending appropriate directorate briefings and meetings.
24. Undergo an appraisal with your line manager annually, which will enable you to develop an appropriate training and development plan to suit both your personal and professional needs.
25. Ensure that all mandatory training is updated as required and in line with Health and Safety policies. Participate in relevant training as required.
26. To provide administration support and be involved in projects within in the service area as required.
For further information on the advertised role, please refer to the job description located under the Supporting Documents heading. The full person specification can be accessed under the About You Section of the document.
Person Specification
Qualifications Essential
Educated to GCSE grade C or above (or equivalent) in literacy and numeracy NVQ in Administration level 2/3 or equivalent qualification
Desirable
Other relevant administrative qualifications
knowledge and Experience Essential
Sound knowledge of Microsoft Packages - Word, Excel, Teams and Outlook Excellent keyboard skills Evidence of previous administrative experience
Desirable
Experience of using SystmOne Experience of ESR/Eroster Experience of working with children/young people and their families. Previous experience of working in the NHS.
skills and Abilities Essential
Ability to organise and prioritise own workload Ability to deal sensitively with service users, carers and colleagues Ability to work under pressure with minimal supervision and to work to deadlines Ability to maintain confidentiality and exercise judgement when dealing with sensitive issues
Desirable
Previous experience of SystmOne or other database platforms. Full Driving License and use of car (or alternative mode of transport) or ability to travel across sites if required
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Northamptonshire Healthcare Foundation Trust
Address Highfield Clinical Care Centre
Northampton General Hospital
Cliftonville, Northampton
NN1 5BD
United Kingdom
Employer's website https://www.nhft.nhs.uk/ (Opens in a new tab)