MHST Administrative Assistant

Job Overview

Experienced Administrator aligned to Norfolk Mental Health in Schools Teams (MHST), supporting the whole service and providing administrative support to leadership. Role may include short‑notice cover for other areas within the Trust and requires travel across Norfolk. Full‑time (37.5 hours per week), Monday‑Friday with no bank holidays or weekend work.

Main duties and responsibilities

• Support and manage the patient referral process for the county‑wide MHST team.
• Register, process, check, update and discharge patients using SystmOne.
• Type and send appointment, clinical and discharge letters.
• Implement best‑practice processes and practices across the team.
• Diary management for leadership, arrange meetings, prepare presentations and training materials, send communications, filing, photocopying and general admin duties.
• Prepare agendas, papers, take actions, notes or minutes of meetings.
• Assist HR administration for the leadership team (maintaining records of annual leave, monitoring mandatory training compliance and recording sickness absence).
• Maintain knowledge of electronic systems (ESR, ESR manager, Health Roster, Loop, Datix, Oracle, Electronic Pfiles, S1, etc.).
• Book contacts, venues and appointments in line with performance timescales.
• Answer and forward telephone calls appropriately.
• Administer S1 units: scanning documents, monitoring tasks, setting up rotas, attaching documents to service‑user records.
• Monitor and order stock, supplies and report shortages.
• Travel daily across Norfolk; hold full and current driving licence and have own transport.
• Upload FFT data to IQVIA.
• Support Single Point of Access and other services as required.

Communication

• Communicate positively with service users, families and staff.
• Handle sensitive information confidentially.
• Provide and receive routine information to and from managers, service users and internal communication strategies.
• Engage with customers and the public in line with statutory requirements.

Budgetary responsibility

• Order stationery and maintain stock control.
• Order Healthy Start vitamins and other health‑related items.
• Authorised requisitioner on Oracle, manage orders and receipt of goods under budget.

People management

• Assist leadership teams with HR administration.
• Support and induct new administration staff.
• Maintain own professional development and take part in appraisal and KSF processes.
• Act as a super user for S1 and provide informal training to clinical staff.

Governance and safeguarding

• Maintain strict confidentiality under Data Protection Act.
• Adhere to infection control, risk assessment and risk management processes.
• Participate in mandatory training, audits and emergency preparedness processes.
• Safeguard people, children and adults at risk; comply with local safeguarding partnership practice.
• Adhere to the Trust code of conduct, confidentiality and all policies.

General

• Adaptability, flexibility and willingness to carry out short‑notice duties.

Person specification

Qualifications & Training

• GCSE English and Maths Grade C and above or equivalent qualification.
• NVQ level 3 or equivalent experience, including NVQ level 3 in Customer Service or Business Administration.

Experience

• Experience in an administrative role.
• Experience using Microsoft Office (Word, Outlook, Excel).
• Experience in children’s services or NHS environment.
• Experience in customer service environment.
• Experience using SystmOne.

Skills

• Excellent communication and interpersonal skills.
• Ability to prioritise and coordinate own work and that of others.
• Wide knowledge of office procedures.
• Excellent keyboarding skills.
• Proficiency in Microsoft Office packages (Word, Outlook, Excel, PowerPoint).
• Knowledge of digital media.
• Work flexibly as part of a team.
• Initiative without close supervision.
• Minute‑taking.

Equal Opportunities – We are an equal opportunities employer and welcome all applications irrespective of age, disability, gender, sexual orientation, race or religion. Additionally, people with disabilities that fall under the Disability Confident Scheme will be offered an interview providing they meet the minimum criteria for the post. All sites are Smoke Free.

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