Job overview

The role of the Team Support Secretary will be to provide clerical and administrative support to the medical and secretarial team within Children and Young Peoples Mental Health East. The post holder will audio type letters from the digital dictation system and input referrals on to our IAPTUS system. The role will involve reception cover providing front line contact with our young people and families. The post will involve processing and navigating urgent calls from the general public.

The post holder will require competency in general admin, keyboard skills, good communication and an ability to work well within a team.  An ability to understand the need for and to maintain confidentiality is essential. 

Confidentiality, accuracy and attention to detail are paramount in this role. Agile working and flexibility, including evening cover are also required to support service needs.

Role will involve covering across sites when required by the service.

Main duties of the job

•    Provide administrative support to the team secretaries. 
•    Process and navigate urgent/crisis calls from patients presenting in distress to the appropriate team.
•    Processing referral information onto the IAPTUS system and allocating this for triage to the appropriate team.
•    Communicate with clinicians and ensure best levels of care and clinical decisions are followed for patients in line with guidance from the Assistant Business Manager.
•    Ensure accurate recording of patient’s demographics and personal details on the IAPTUS system in accordance with Departmental Procedures.
•    Support reception team with cover, booking in patients, booking rooms and ensuring the young people’s reception area is maintained to a high standard.
•    General photocopying of prescriptions, sensitive documents relating to patient care.
•    Working with the team to ensure urgent ICE referrals are communicated and processed accordingly.
•    Implement manual procedures if there is a system failure and report any faults to the IT Department. 
•    To cancel and rebook appointments liaising with patient. 
•    Good understanding of medical terminology. 
•    Completion of relevant paperwork, obtaining records when necessary, and other appropriate documentation. 
•    Recording, collation and calculation of daily, weekly, monthly statistics and forwarding to relevant departments. 
•    Copy and prepare patient records for solicitors, retrieval and photocopy relevant information and complete necessary paperwork. 

Working for our organisation

LSCFT values diversity and inclusion, recognising that talent from varied backgrounds creates a flexible, creative, and effective workforce. We actively challenge discrimination and welcome applications from all, regardless of age, disability (including those with experience of accessing or caring for someone who has accessed mental health or learning disability services), ethnicity, gender, religion, belief, or sexual orientation.

Our aim is to reflect the communities we serve, so we particularly encourage applications from under-represented groups. If you’d like to discuss your application, please ask.

We also welcome individuals with lived experience relevant to the role or service area, as your insight brings authenticity to our services.

LSCFT support flexible working, we believe that a positive work/life balance benefits NHS employees through improved health and wellbeing. We would consider working patterns such as term time, part time, compressed hours and flexi-time.