Detailed job description and main responsibilities

• Undertaking G2 audio and copy typing support to the team for the provision of
  • Reports for tribunals 
  • General correspondence
  • Assessments
  • Outpatient appointments
  • MOJ paperwork including ASR (annual statutory reports) and leave request for restricted patients, Section 12 reports as part of SLA with Bromley all of which may consist of distressing information.
• Acting as the first point of contact for emails and telephone calls from NHS services, prisons, courts,  Ministry of Justice and other agencies, bearing in mind patient confidentiality, ensuring urgent matters are brought to the attention of the Consultant or MDT in a timely manner. Due to the nature of the client group, the postholder may need to deal with hostile and difficult telephone calls.
• Responsible for devising and implementing a process whereby required information for targets is collated.
• Facilitating the referral process by setting up referral meetings, taking and typing up of notes and updating relevant clinical records Facilitating this process includes ensuring required information is in place, chasing referrer eg NHS services, prisons, courts, police and social services for missing information and logging onto and updating RiO before and after the meeting.
• Creating, updating and maintaining data logs as required.
• To act as local RiO champion being the first point of contact for queries around use of RiO. To take part in local induction and update new staff in local/directorate use of RiO
• Access Court Diversion link in regards to new referrals. Recording referral requests, checking information for catchment area, updating and requesting information where necessary.  Pass relevant requests to be processed in referrals.
• Be a part of induction process ensuring new staff are aware of admin procedures and processes and providing local induction on use of RiO
• Act as first point of contact to psychological therapies team for problems and queries on word packages and RiO
• Taking responsibility for reporting of any issues around facilities or maintenance problems for Teambase to relevant bodies eg Rydons/Norlands
• Provide administrative support, as required, to psychological therapies team including some department wide responsibilities e.g. taking minutes for speciality meeting, room bookings and supporting invoice processes, general correspondence.
• Administrative support to the local inpatient team to include diary management, organising meetings, printing off documents for meetings, general correspondence.
• Implement and maintain effective patient and team filing systems, ensuring that patient records are kept safe, confidential, up-to-date and accessible and comply with Trust policies including scanning of documentation onto RiO
• Organising prison visits as necessary.
• Deal with incoming post and distribute, ensuring actions, dates of meetings and other relevant information is processed as appropriate.
• Complying with the requirements of the Data Protection Act, Access to Health Records Act, legislation issued in relation to confidential data and the Health & Safety Act in relation to equipment and personal responsibility.
• Supporting directorate/department meetings, e.g.:
  • Referrals meeting
  • Psychological therapies meetings
  • Urgent directorate meetings

ensuring that:

• agendas are prepared and sent out together with relevant supporting paperwork
• invites are sent out in a timely fashion
• minutes/notes of meetings are taken, and accurately transcribed in a timely manner and distributed accordingly
• rooms and refreshments are booked in advance and delegates are notified

• Attending and taking minutes of other Directorate meetings as required and accurately transcribe and distribute minutes.
• Provide cover for psychiatric/psychology team administrators as required during annual leave and sickness.
• Taking bookings for meeting rooms within Forensic Directorate for Trustwide staff.
• Ordering of stationery and equipment as required, monitoring, receiving and storing goods and ensuring that relevant documentation is prepared and completed by budgetholder.
• Assist in the administration and co-ordination of MHA Tribunals for patients with the clinical team. Setting up dates for tribunal, booking rooms, ensuring RiO up to date, type up report, printing and photocopying paperwork for tribunal.
• Ability to work independently and manage own workload, prioritising work to ensure that urgent matters are dealt with in a timely manner.
• To comply with changes in meeting the Trust’s targets in respect of our data recording which may be altered by our commissioners and other service demands
• To provide admin support for your allocated team.
• To adopt and implement new ways of working as a result of organisational change.