Team Administrator

Job overview

We are recruiting a Team Administrator/Receptionist with a desire to make a difference, to work hard and to further their knowledge, skill and experience in a supportive environment.

Your focus in this role will be to provide a comprehensive range of secretarial and administrative services to the Health in Mind team and receptionist duties at one of our community sites, Woodside in Hellingly.

Main duties of the job

• Managing and booking client appointments for a team of clinicians
• Managing, prioritising and keeping up to date with your own workload
• Dealing with incoming and outgoing calls to clients and health professionals
• Responding to incoming emails from clients and health professionals
• Shared reception cover to incoming Health in Mind clients

Detailed job description and main responsibilities

The successful candidate will provide a full administrative service;

Administration

To ensure all administrative support systems are effective by:  •    Process incoming paper and electronic referrals •    To provide an administrative support for your locality •    To provide a choose & book system for client appointments and update Practitioners calendars accordingly •    To organise interpreters for clients •    Preparing, printing and distributing standard forms, documents, letters, etc. as required  •    Supply required data from your locality on a weekly basis •    Provide cover for the Health in Mind General Enquiry phone line  •    Dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative. •    Undertaking duties such as photocopying and filing when necessary •    To provide annual leave and sickness cover for other administrative staff •    To act as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved. •    Work in line with Health in Mind policies and procedures  •    To participate in Mandatory supervision and Appraisals •    To liaise with external agencies •    Provide minute taking for meetings

Health and Safety

To ensure Health and Safety standards are maintained and risk is mitigated to the lowest level possible by:  •    Maintaining good housekeeping standards within own work area immediately reporting hazards and ensuring they are resolved in a timely manner  •    Bringing to the attention of the relevant party any hazards identified outside of own work area.

Reception

To provide an efficient, courteous and responsive reception to internal and external customers by:  •    Greeting and assisting visitors including Health in Mind Staff, Service Users, Contractors etc  •    Directing customers to appropriate point of contact  •    Ensuring that reception area is tidy and presentable