To provide high-quality reception, front of house, clerical and administrative service to patients, service users, carers and any.....
To provide high-quality reception, front of house, clerical and administrative service to patients, service users, carers and anyone who access the Trust services.
The post holder will be responsible for ensuring the provision of an efficient, focused administrative service, ensure successful multidisciplinary working by planning, managing referrals, coordinating, and facilitating MDT meetings, ensuring attendance and outcomes; working with all partners relevant to the MDT, including practice administrators to support this and .administrative functions that underpin the patient pathway.
1. RELATIONSHIPS/COMMUNICATIONS
The post holder is expected to establish and maintain positive interpersonal relationships with other staff members characterised by trust, mutual respect, and open, honest communication.
1. Managing Director
2. Service Managers / Leads
3. Clinical and Operational Teams
4. Health Care Providers
5. Other administrative staff within team and other services and wards
6. Social workers
7. IT department and other internal departments
8. Transport provider
9. Interpreters
10. Suppliers
11. Local Authority
12. GP surgeries
13. Trusted referrers
14. CCG
15. Other NHS Organisations
‘Previous applicants need not apply’
The post holder will be expected to comply with all statutory legislation, Trust Financial Framework Guidance and approved national and local policy.
The postholder will be expected to be responsible for his/her continuing professional development and to take a proactive approach to maintaining personal and professional effectiveness in an evolving role.
The duties and responsibilities described in this Job Description are intended to be indicative but not exhaustive of the responsibilities of the postholder. As the Trust develops, the requirements of the job may change and the postholder is expected to adapt to these changes.
To oversee and manage administrative services that support service delivery and underpin the patient pathway for community mental health services, ensuring the delivery of patient flow and activity, financial balance, human resources management, information management, clinical governance and service development.
Community-based services includes access to inpatient services, prison healthcare, liaison and diversion services, and specialist community forensic teams.
To oversee, manage and monitor specified performance management indicators as delegated and to report and interpret information about achievement of service targets and performance objectives to the Divisional Head of Administration.
To review JD/PS for full details.
The partnership between Barnet, Enfield and Haringey Mental Health NHS Trust (BEH) and Camden and Islington NHS Foundation Trust (C&I) is going from strength to strength since it was originally established in 2021 forming the North London Mental Health Partnership.
In order to meet the needs of the new Partnership services you may be required from time to time to work at different locations to your normal place of work.
• Human Resources
Work with the Divisional Admin Management Team to develop and empower all members of your team to perform to high standards and innovate, building a culture of trust and respect.
Ensure supportive staff management arrangements are in place and carry out personal development reviews for direct reports. Ensure all staff in your line management have annual PDRs resulting in specific objectives and effective personal development plans.
Develop staff knowledge and skills to promote equality and diversity and address inequalities both in employment and service delivery. Ensure specific equality objectives are included in PDRs.
To co-ordinate of cover regarding planned and unplanned leave.
Responsible for the recording on e-roster annual leave, study leave and sickness absence for staff within own line management and as delegated, including the handling of associated expense claims.
Lead on recruitment of admin staff with your team
Line and operationally manage Band 3 and Band 4 administrative staff within your team: providing supervision, managing sickness absence, managing performance, etc. in line with Trust policy.
Provide an induction to all new permanent, bank and agency admin staff to their work area.
To undertake on-going personal development through participation in appraisal and supervision, attend and undertake relevant training identified.
To document and process all staffing /establishment changes on trusts reporting systems.
Communication
Participate in the regular departmental meetings and contribute as appropriate to the overall service provided by the administration department.
To ensure good working relationships with all staff, the organisation and outside agencies.
To deal with issues that arise promptly and appropriately, including enquiries or complaints from members of the public and patients.
Take formal minutes or action notes for meetings when accompanying or carrying out projects.
To practice a high level of tact, diplomacy and persuasive skills while dealing with all forms of enquiries from staff within the trust, outside the hospital and patients in a confidential manner. Whilst always understanding the need for patient confidentiality, either in person or over the telephone.
To use initiative and support the general management of administration department by providing a focal point for queries in the absence of senior manager.
Patient/Customer Care (if applicable) (both direct and indirect)
Use initiative and support the general management of the administration department by providing a focal point for queries.
Planning and Organisation
To oversee and manage all administrative functions within the teams to ensure efficiency, highlighting problems, helping staff with queries, and filling in and covering where necessary in times of staff shortage.
Provide Senior Administrative support to delegated projects within the division, some of which may be overlapping or interdependent, ensuring appropriate tracking and reporting of progress against plan is in place.
Maintain overview of the access and flow function to and from inpatient services.
To use own judgement to plan and coordinate your own and the team’ workload to ensure all deadlines/targets are met and objectives are achieved.
To oversee, delegate and allocate work as appropriate to ensure deadlines and targets are met.
The postholder will proactively support and work with the Divisional Head of Administration, to oversee the administrative function and to manage the teams work and ensure work/tasks are shared, distributed and completed to standard and to deadline.
Financial Resources
Oversee procurement activities within the team, including the monitoring of spend against non-recurrent investments.
Process invoices/bills for payment in accordance with local procedures.
This advert closes on Tuesday 3 Sep 2024
