REPORTS TO:Administration Team Leader

JOB DESCRIPTION

POST TITLE:Administrator

REPORTS TO:Administration Team Leader

ACCOUNTABLE TO:Administration Manager

GRADE:Band 3

JOB SUMMARY

To carry out a range of reception and administrative tasks on a day-to-day basis to ensure smooth running of a designated reception area.

KEY TASKS

• Open\close the reception and secure the building in line with Trent’s Procedures
• Ensure the reception area remains tidy and welcoming at all times
• Meet, greet and attend to clients\visitors upon their arrival\departure
• Notify the clinician of the client’s\visitor’s arrival in the appropriatemanner
• Scan paperworkand process(patient consents,referral forms,further treatment consents, requests for patient notes in line with procedures)onto Trent’s computerised system
• Maintain adequate levels of measures, questionnaires etc. Conduct stationery checks and replenish as necessary
• Undertake any photocopying as required
• Produce daily appointment list and highlight any appointment/interpreter anomaliesto the Senior Administrator
• Process incoming post, which includes correspondence from GP’s client’s, referrals (postal and on-line which involves checking Trent computer system and making notes in line with current procedure) plus other correspondence for other areas of the organisation
• Conduct administrativecase management/data checkson a regular basisand e-mail to relevant Team Leaderon a weekly basis
• Referraldata entry onto Trent’s computerised system
• Extract and route answer phone messages accordingly
• Efficiently answer incoming calls and action accordingly - avoid call backs to clients whenever possible. Escalate any complex calls to the Senior Administrator
• Take client’s referral details over the telephone
• Reschedule treatment sessions into clinician’s diaries upon their return to work following a period absence (as and when requested)
• Regularly conductoutgoing calls toclientswith a view to booking their appointment
• Book appointments, rearrange and cancel appointments off the back of incoming calls and in line with administration procedure
• Actively contact clients to bring appointments forward when there is assessment availability
• Insert assessment events into clinician’s diaries when the need arises
• Ensure all assessment slots are filled and none pass by unfilled
• Enter new referrals off the back of further treatment consents and recent discharged cases (due to opt in failure)
• Book signers and interpreters as necessary
• Envelope and despatch GP correspondence on a weekly basis
• Apply correct postage rates to outgoing mail and ensure it is despatched to the mailbox in adequate time to meet that day’s postal deadline
• Start off the processin line with procedurewhen receivingverbal/written requestsfor patient notes
• Maintain and update company policies folderstored on reception
• Attend and offer support atyour bases team meeting
• Fire Wardenduties: -

•Conductregular tests of the fire pointsand record accordingly

•Ensurefireexits are free from obstructions

•Check forpotential fire hazardsand report tothe Senior Administrator

•Check emergency lighting if at adequate height to be checked

•Conduct six monthly fire evacuations at your base and record accordingly

• First Aidduties: -

•Administer First Aid when necessary to staff and clients

•Conduct regular checks of the First Aid Box and replenish accordingly

•Keepstaffrecords up to date in relation to First Aid

• Deal with petty cash float, record expenditures and ensure the float is topped up accordingly
• Follow Trent’s agreed procedures and endeavour to make suggestions for improved where possible.
• Report as necessary any faults regarding equipment or office accommodation and ensure procedures relating to security of the building is adhere to
• Comply with the Data Protection Act and procedures in relation to confidentiality of information
• Deal sensitively with service users, their relatives and clinical staff and ensure that urgent matters are brought to the attention of the relevant staff quickly
• Any other duties commensurate with the grade and level of responsibility of this post, for which the post holder has the necessary experience and/or training

PERSON SPECIFICATION

Job Title:Administrator

• GCSE (Grades A-C) in English Language and Maths
• Word Processing RSA II or equivalent

• Word Processing RSA III or equivalent

• Keyboard skills
• Good working knowledge of Microsoft Word, Excel and Outlook
• Some experience of a range of general office procedures, i.e. photocopying, faxing, filing
• Basic numeracy

• Previous experience in using spreadsheets
• Previous knowledge of database applications
• Data input experience
• Ability to use Powerpoint

• Previous experience in a customer care/service environment
• Good communications skills with colleagues, customers of the service, (including clients) and outside agents (face to face and via the telephone)
• Good team working skills and co-operative team working with Administration Team colleagues and staff of Trent PTS

• Previous knowledge in a customer care/service environment
• Familiar with contact over the telephone

• Good administration skills, able to maintain accurate admin records and/or in-house administration systems, in accordance with their job requirements
• Maintains a high standard in the content and presentation of their administration

• Through previous experience excellent administration skills

• Good organisational skills; effectively prioritises and completes their work within agreed deadlines, is able to work efficiently and autonomously, demonstrates excellent time keeping

• Previous experience of good organisational skills

• Willing to learn new skills and undertake training and personal development as necessary
• Punctual and flexible across hours of work when required
• Empathetic and understanding towards people and their needs
• Non-judgemental
• Ability to work independently and demonstrate initiative
• Demonstrate a positive attitude towards change
• Good previous attendance record