Team AdministratorinHarper LaneinHarper LanePUBLISHED FRI 14 MAR 2025

The role of Team Administrator is to support the HPFT Adult Placement Team with data and organising of the use of services in the community. Working with providers across supported living, residential and nursing-based services for people with mental health care and support needs.

The team are looking for a 0.8 FTE (4 day) role Tuesday to Friday.

The Learning Disability & Forensic Services Strategic Business Unit has a vacancy for a highly motivated Team Administrator within the Adult Placement Team.

The role will be working alongside a team of placement advisors made up of nurses, social workers, OT's and commissioning and quality staff. You will have communication with stakeholders, including internal HPFT staff, Hertfordshire County Council staff and external providers of varying managerial levels to support placement and contract compliance.

The role will support with data entry and management to commission placements, working with spreadsheets using HPFT and HCC inhouse IT systems, including ACSIS and PARIS, to record data and case management updates, along with meeting organisation and recording.

About us

Job Summary:

The post-holder will provide and coordinate administrative and secretarial services for the Adult Placement Team. These teams have the functions of referral, commissioning, contracting and quality assurance of placements to Supported Living, Residential, Community Support and Home Care Services. The role is expected to be flexible and support across the joined teams. The role will be working alongside a team of administrators and include the preparation of agendas, diary management, coordinating team meetings, taking minutes, following up actions, and providing wider administrative support for the teams. The post will have a key role in using commissioning software programmes to secure commitments with secondary commissioned provider to ensure correct data entry and payments. The post-holder will also be expected to support the communications with community providers.

The post holder will be required to work independently using initiative, and applying a high degree of confidentiality to all of their work. Undertake nonroutine duties without direct supervision, working within broad procedural guidelines.

All staff should comply with the Trusts Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.

Job Responsibilities:

Clinical Responsibility

To accurately record commissioning of service user packages on PARIS and ACSIS programmes.

• To be proficient in PARIS (Patient Record System), advising and guiding others in the Team, supporting new users and instructing them as necessary.
• To be proficient and in ACSIS/ContrOCC), advising and guiding others in the Team, supporting new users and instructing them as necessary.
• To use agreed guidelines/procedures and develop knowledge/skills/qualifications when working autonomously and managing own work.

Service Development and Improvement

• To propose changes to working practices for own work area and negotiate with others where other work areas are affected.
• To assist the Team in research and development activities such as service provider research.
• To undertake surveys/audits of own work area, as necessary.
• To be aware of Trust targets and implement in own work area as necessary.
• To accurately enter data into IT programmes and spreadsheets.
• To display data in a way that can be used in reports and shared with team members to aid understanding of team outcomes.
• To support on Team procurement projects including market tenders.

Communications

• To Communicate effectively with the Team Manager and Team
• Responsibility for ensuring all correspondence is accurately and appropriately presented.
• To exchange confidential, sensitive information with HPFT Staff and Commissioned Service Providers in person or on the telephone.
• To use professional communication skills with stakeholders who may have multiple priorities and at times need prompting with follow ups and escalation when required.
• To communicate regarding contractual information including checks on new providers and contractual practices.
• To lead communications with service providers in matters of quality assurance, booking visits, receiving action plans and ensuring contact details are up to date.
• To be experienced with a range of communication methods including written, oral, telephone, e-mail and scanner.
• To provide cover for others in the administration team, as required.

Other

• To use proficient internet skills to access, search and retrieve data relevant to Team
• To update skills as necessary and attend mandatory training.
• To participate in yearly appraisals with supervisor/line manager.

The Post Holder will be expected to manage their workload during any shift period in a reliable and efficient manner. The post holder must be flexible in his/her contribution to delivering the work of the Team.

The Post Holder will require excellent keyboard skill, and the ability to input accurate data whilst listening and communicating with callers, using audio and typing skills.

The Post Holder will be required to be able to access information via the Internet and Intranet and through other web based systems.

The Post Holder will be required to effectively use printing machine to assist them in collecting information

Knowledge and Skills Framework:

The Post Holder will be expected to meet the requirements of the NHS Knowledge and Skills Framework (KSF) appropriate outline for the post.

Approved outlines are available on the HPT e-ksf local library