Job Description

See supporting documents Directorate Integrated Community Services Job Title: Administrator Pay Band Agenda for Change Band 3 Base and Service Psychotherapy Centre Court, Exeter Street. May also include The Veranda Mount Gould, other settings and the community Reports to (Line Manager): Helen Koffi Young, Psychotherapy Services Manager Accountable to (Professionally/Managerially): Helen Koffi Young, Psychotherapy Services Manager Dimensions and Context of Role The post holder will work within the Psychotherapy team, which operates 5 days per week. This post will ensure the provision of a day-to-day operational and administrative support service within Psychotherapy Services. They will provide general secretarial support to the team as well as dealing with confidential information for the Service Manager This post will provide support and assistance to service users through responding to phone calls and emails The post holder will support team in all secretarial duties working across the week to provide continuity of information to this busy team.



Service Manager Administrator (THIS POST) Key Tasks and Responsibilities of the Post 1. Communication and Relationship Skills a) The post holder will liaise with patients, health professionals and other agencies as required. b) The post holder will have previous experience of using communication skills, be aware of issues of confidentiality and the ability to deal with people who may be distressed or angry. c) The post holder will ensure prompt updating of electronic record keeping system in relation to staff/patient activities and will input data into the computer system regarding referrals, episodes, contacts and discharges in line with existing policies and the Personalised Care Framework d) The post holder will co-ordinate staff activities and keep team diary up to date.



e) The post holder will have the ability to receive information and ensure it is passed on as appropriate. f) The post holder will have the ability to communicate clearly and effectively over the telephone within the boundaries of confidentiality. g) The post holder will maintain accurate, timely electronic records and ensure that they are kept safely in accordance with LWSW polices, including the Data Protection Act (2018) and the LWSW Confidentiality Policy. h) The post holder will demonstrate a positive attitude to mental health and learning disabilities, attending to patients with respect and courtesy and form and maintain supportive relationships with service users.



i) To liaise appropriately with other agencies as part of supporting the delivery of care j) To assist in monitoring of mental health of services users and report changes to qualified staff. Be aware of fluctuations in mental health. k) Assist in patients identified needs, i.e technical support to enable virtual sessions. l) Assist in signposting with patients to enable empowerment.



2. Knowledge, Training and Experience a) The post holder will be responsible for updating Knowledge and Skills, including LWSW mandatory training and adhere to policy and legislation relating to the team and the post. b) To support staff in keeping up to date records of all staff training, collate information and provide the training department with regular report. 3.



Analytical and Judgement Skills a) Ability to deal with emergency telephone calls and act as appropriate with the support and supervision of qualified nursing/medical staff. 4. Planning and Organisational Skills a) The post holder will have the ability to plan and prioritise their own workload on a day-to-day basis. b) The post holder will attend, minute and take part in multi-disciplinary team meetings c) The post holder will have the ability to plan meetings and accommodation as required.



d) The post holder will have the ability to liaise with other services to arrange appointments. e) The Post holder will be responsible for keeping information and resources kept on notice boards up to date. 5. Physical Skills a) The post holder will have competent keyboard skills.



6. Responsibilities a) To take responsibility for the allocation of work and ensure it is completed within given timescales, working with the administration and clerical teams to ensure continuity of service. b) To assist in the recruitment and selection of administration and clerical staff. c) To train new admin and clerical staff members as required.



d) To ensure the provision of a quality administration service to all members of the multi-disciplinary team, incorporating the production of letters, assessments, and client case notes and other service related documentation. e) To ensure local policies and procedures are adhered to as well as LWSW policies and procedures. f) To assist in the projection, management and development of new admin and clerical systems and processes as and when required ensuring the service runs effectively. g) To provide general administrative and secretarial support to the Psychotherapy Service including prompt updating of electronic record keeping system in relation to staff/patient activities and will input data into computer system regarding referrals, episodes, contacts and discharges in line with existing policies and the Community Mental Health Framework.



h) The post holder will be based at Centre Court but might require traveling across locality i) The post holder will provide typing, filing, ordering stationary, arranging and contributing to meetings including taking minutes. j) The post holder will be able to work flexible hours across 5 days a week Expected hours are to be Monday and Tuesday or Wednesdays 8am -4pm approx 7. Responsibility for Policy and Service Development a) The post holder will comply with all appropriate National, LWSW and Psychotherapy polices and protocols. These include Health and Safety, Fire Procedures and Confidentiality.



b) The post holder will provide support to the Team Managers keeping all policies up to date. 8. Responsibility for Human Resources a) The post holder will participate in interview panels for specified jobs. b) The post holder will behave in a manner that does not bring the Team or LWSW into disrepute.



9. Responsibility for Information Resources a) The post holder will be responsible for the input of SystmOne contacts. b) The post holder will be responsible for reviewing IAPTUS. c) The post holder will be maintain accurate and timely electronic records and ensure that they are kept safely in accordance with LWSW policy.



10. Responsibility for Research and Development a) The post holder will participate in audits within the Psychotherapy Service 11. Freedom to Act a) The post holder will actively participate in line management supervision with a senior member of the Team. b) The post holder will actively participate in the LWSW appraisal system.



c) The post holder will carry out other duties commensurate with the position as required. d) Responsible for preparation of a variety of confidential and complex correspondence, presentations (which may include graphics) and be familiar with PowerPoint, preparing reports for Team Manager/Clinical Leads. e) Responsible for drafting, reviewing, typing, proof-reading and editing correspondence for the Service Manager and Clinical Leads. f) Will act on own initiative to establish priorities, delegating correspondence and tasks to others where appropriate.



Answer and screen telephone enquiries and take messages. Prioritise and relay information as appropriate. To function as an intermediary in communicating with all stakeholders and clients. This will include managing/signposting and coordinating complex communications, taking referrals from other services.



g) Maintains and manages an up-to-date, comprehensive system of document tracking and filing system for all material in the Psychotherapy office. h) Coordinates internal and external meetings liaising with all relevant bodies. i) To support the Service Manager and Clinical Leads in business meetings and Multi Disciplinary Team meetings as appropriate and be accountable for ensuring that all designated meetings are organised and administered in a professional and timely manner. Formulating, as applicable, the agendas and organising the supporting reports and papers with minimal support from the Psychotherapy team Distributing agendas and supporting papers.



Attending meetings and ensuring that accurate minutes are produced. Ensure reports are presented in necessary format.