Team administrator

Job Overview

An exciting opportunity has arisen for two part-time team administrators to join the Bentley House Community Health Hub.

We are looking for enthusiastic and organised administrators to support the team to deliver a patient-focused service.

You will need to be a motivated and flexible team player with excellent communication skills. Previous work experience in mental health would be desirable.

Main Duties of the Job

One post holder will be attached to the Psychotropic Clinic team, responsible for supporting the team with the general coordination of the clinic.

One post holder will support the Psychology, Occupational Therapy, and Psychotherapy team and will work closely with the therapy leads.

For both roles, the duties include management of referrals and waiting lists on the electronic patient record SystmOne, processing letters, telephone calls, and minute taking. The post holders will also support their teams with audits and reviewing KPIs to prevent potential breaches.

The post holders will be part of a wider admin team including referral coordinators, receptionists, and medical secretaries, who work as a team to provide nominal cover for general admin tasks when required.

Working for Our Organisation

Bentley House is proud to serve a diverse community in Harrow. The admin team is expanding a short walk from Harrow & Wealdstone station, with good transport links.

The successful applicant may have contact with patients or service users. As an NHS Trust, we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues, and of course patients and service users when working in our healthcare settings.

Detailed Job Description and Main Responsibilities

Duties of the Psychology, Occupational Therapy, Psychotherapy Admin Role Include:

• Sending letters and forms to service users, carers, and GPs
• Receiving and making telephone calls
• Supporting the management of generic inboxes
• Managing spreadsheets (including KPIs)
• Supporting with SystmOne recording, uploading of documents
• Supporting management of waiting lists
• Managing room bookings for the team
• Attendance and minute taking for each specialism’s meetings
• Providing cover for general admin/reception as/when required
• Ordering of equipment

The Duties for the Admin Post for the Psychotropic Clinic Include:

• Supporting with coordination of referrals
• Managing the generic inbox
• Receiving and making telephone calls
• Appointment set up and reminders
• Sending clinic letters
• Recording and uploading of information onto SystmOne
• Support with managing non-attendance and cancellations
• Minute taking
• Ordering of equipment

Person Specification

Experience
Essential Criteria:

• Work with people with mental health problems and/or other disabilities.
• Experience working in a multidisciplinary team

Desirable Criteria:

• Experience of paid work in direct care provision.
• Experience of working within an IAPT service.

Skills
Essential Criteria:

• Able to use Microsoft Office: Word, Excel, PowerPoint
• Able to communicate well in English, verbally and written
• Ability to communicate sensitive information to patients, carers, and colleagues in a way that addresses psychological resistance.
• An understanding of the needs and difficulties of people with mental health problems or other disabilities.
• An ability to apply existing psychological knowledge to a mental health context
• An understanding of psychology applied to healthcare
• High level of proficiency in working with databases such as Excel and designing spreadsheets and other tools for analysing and reviewing data

Desirable Criteria:

• Experience using microcomputers for databases or data analysis, especially SPSS for Windows.
• Experience using Canva to create social media posts, digital adverts, and service-related leaflets.

Training & Qualifications
Essential Criteria:

• An upper second-class honours degree or higher in psychology.
• Entitlement to graduate membership of the British Psychological Society

Desirable Criteria:

• Further postgraduate training in relevant areas of professional psychology, mental health practice, and/or research design and analysis.

Personal
Essential Criteria:

• An ability to interact effectively with staff from all disciplines.
• An ability to interact with people with mental health problems and disabilities.
• Ability to work reliably and consistently with work agreed and supervised at regular intervals.

Desirable Criteria:

• An interest in working with people with mental health problems or other disabilities.

Other
Essential Criteria:

• Ability to accept and use supervision appropriately and effectively.

Desirable Criteria:

• A desire to explore a career in Professional Psychology especially towards training as a qualified psychological wellbeing practitioner.