To provide administrative support to the service ensuring efficient and smooth running of the team/unit. To work closely with the Team Administration Lead to provide an efficient and responsive administrative provision to the service. Responsible for developing own administration systems for the team and providing day‑to‑day administrative support to the team. The post requires the ability to work on own initiative and to liaise effectively with a broad range of professions and to maintain client confidentiality.
Main duties of the job
To provide a comprehensive administrative / Secretarial support to the Dunstable Community Mental Health Team / service. Including processing all reports, correspondence and documentation, and related filing, faxing, and photocopying.
To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
To coordinate the collection of and update of patient information on files and on team/service database systems ensuring data quality is monitored and any concerns raised.
To receive regular one to one and team supervision from the Team Administration Lead / Operational Lead.
To undertake monthly supervision with Band 3 Administrators within the team.
To arrange appointments, clinics and bookings for the Operational Lead service/team.
As required to work flexibly to provide reception and switchboard duties including answering the telephone, taking messages, transferring calls and dealing with clients who may drop in to visit the clinicians.
To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible. To take notes or minutes at team meetings, professionals meetings and safeguarding meetings
Job responsibilities
This is contained within the job description which is intended as a guide to the main responsibilities of the post and is not intended to be a prescriptive document. Duties and base of work may change to meet the needs of the service or because of the introduction of new technology. This job description may be reviewed from time to time and changed, after consultation with the post holder.
Qualifications and experience
- Educated to GCSE standard or NVQ3 or equivalent
- Good standard of Written and Spoken English.
- Admin experience within NHS health care.
Experience
- Experience in a health/mental health, education or social services environment.
- Significant experience of working as part of an administrative team.
- Minuting meetings
- Experience of working in a culturally diverse inner city area.
Skills
- Computer‑literate with strong Word, Excel, PowerPoint, Outlook and data‑entry skills (40-45 wpm).
- Proficient in email, networking and general office technology.
- Effective written and verbal communicator with good interpersonal skills.
- Experienced in switchboard duties, digital dictation, and patient administration systems. Able to prioritise tasks, manage workload independently, use sound judgement, and work flexibly under pressure.
- Strong organisational skills and able to work well within a multidisciplinary team.
- Computer‑literate, fast typist, organisation, data entry, admin systems, and teamwork skills.
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.
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