Project Admin Support - Severe Mental Illness (SMI)

Job Summary

This role provides efficient and effective administration support for the Severe Mental Health (SMI) physical health function across primary and secondary services. The successful candidate will assist the Health Support Team Manager, support primary partners, manage referrals, and facilitate communication with staff, service users, and external organisations.

Key Responsibilities

• Provide administrative support for the Health Support team, including typing, diary management, meeting organisation, preparation of reports using Microsoft Office, filing, and photocopying.
• Manage enquiries from staff, service users or their relatives, members of the public, consultants, and other external organisations.
• Maintain manual and electronic filing systems.
• Take, type, and circulate minutes, agendas, memos and other documents.
• Handle postal and electronic mail, telephone and reception queries and messages.
• Provide cover for colleagues on annual leave or sick leave to ensure a flexible, effective clerical service.
• Liaise with external contacts and organisations, including other hospitals, Trust staff, community services, Social Services, third sector and VCSE.
• Support and prompt patients in accessing appointments and, where necessary, escalate.
• Promote good client care and anti discriminatory practice, including dealing with clients in distressed states or with barriers to understanding.
• Record all relevant referral information in PARIS and other local data systems, ensuring accuracy.
• Manage diaries effectively and prioritise competing priorities.
• Order and maintain sufficient levels of stationery and supplies for the department.
• Continuously review administrative processes within the team and contribute to the development of the service.
• Collect information and produce statistics for audit and research purposes as required by the borough management team.

Person Specification Education / Qualifications

• GCSE in English and Maths (Grade 9-4 / C or above) or equivalent.
• Experience of office procedures to NVQ 3 level.
• RSA II / ECDL or equivalent.
• Completion of PARIS training.
• NVQ 3.

Experience

• Proven experience in an administrative post within a diverse organisation, including diary management, organising meetings and agendas, progress chasing, preparing documents and presentations, dealing with enquiries, document production, maintenance of office systems, minute taking, and database skills.
• Understanding of administrative processes.
• Understanding of confidentiality and data protection policies and procedures.
• Knowledge of mental health services.
• Basic understanding of mental health illness.

Skills and Abilities

• Ability to utilise a range of IT programmes, including Microsoft Office Suite.
• Ability to work flexibly and prioritise workload.
• Good verbal and written communication skills.
• Ability to communicate with service users.
• Ability to work as part of a team and independently.
• Ability to competently use and modify a database.
• Good organisational skills.
• Ability to form productive working relationships with multi disciplinary staff.

Equal Opportunities Statement

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

Disability Confident Scheme

If you wish to be considered under the Disability Confident Scheme, you will be guaranteed an interview if you meet the essential criteria for the role.

Compliance

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.