CMHT/OPCMHT Administrative Assistant

Job overview

We are looking for a motivated and enthusiastic Band 3 administrator to join the Poole Adult Community Mental Health Team based at Alderney Community Hospital, Poole. The post is 37.5 hrs per week and will cover administrative and receptionist duties.

You need to have developed IT skills, a working knowledge of Microsoft Office and demonstrable experience of working in an office environment. The post holder will be responsible for providing administrative support as directed by the multi-disciplinary team. We are a busy team, and the post holder will be responsible for managing the day-to-day office-based tasks, following processes and procedures including handling phone calls, processing referrals to our systems, booking/arranging appointments for the clinicians, and dealing with enquiries for the team and audio/copy typing of letters and minutes.

We work with people who have severe and enduring mental illness and neurodivergence so a clear and compassionate telephone manner is essential. Previous NHS experience and experience of using RiO patient records system will be an advantage. Being adaptive and flexible to the needs of the service and our client group is essential.

If you are looking for a change, a challenge and working with a wide variety of professionals, this could be the role for you.

Main duties of the job

To provide a responsive prompt and professional service, via telephone, electronic mail and post, to patients, carers, relatives and all other professionals and agencies, ensuring this service is operational between 9.00am – 5.00pm.

To provide essential secretarial support to clinical staff to include audio typing.

To attend meetings, take minutes as required, including during Multi-disciplinary Meetings and Business Meetings.

To work / support in other departments as and when required to include our busy outpatient department.

To ensure patient appointments are made where necessary including home visits.

To record patient data on the RiO system and book appointments as necessary.

To provide outpatient clinic reception service and admin support as necessary and assist with the retrieval and filing of patient’s medical records and other related documents.

Creating and printing of Information Leaflets and Assessment Tools and the monitoring of these supplies.

To ensure clinic lists are maintained and up to date and recording information for client appointments.

Scanning and uploading of documents

Collating Friends and Family Feedback information and inputting on “Gather” as required.

Booking of clinic rooms.

To maintain a welcoming and tidy environment for all those using the Outpatient waiting area.

To cover for staff within the department and other departments during times of sickness, training and annual leave.

Detailed job description and main responsibilities

For the main duties and responsibilities for this role please read the attached job description and person specification.  When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.

Dorset HealthCare is in partnership with The Prince’s Trust to support people getting into work, as part of this partnership, we offer an employability service to support individuals between 16-30 years old with application writing, interview skills and other employment support. Please contact [email protected] to access the support.