Admin & Information Officer

Job Purpose:

To provide high-level administrative and information management support to the Haringey Learning Disabilities Psychiatry Team, ensuring the efficient coordination of clinical operations, timely processing of correspondence, and the safe delivery of care to a complex patient caseload. The role ensures clinical staff are supported in delivering safe, responsive, and high-quality mental health services in line with Trust and national standards.

Key Responsibilities:

• Process and manage over 60 GP review letters monthly (~20 per week).
  




• Transcribe dictations, prepare clinical summaries, and prioritise urgent communications (e.g., medication changes).
  




• Maintain accurate and up-to-date electronic patient records, including case notes, prescriptions, and correspondence.
  




• Track patient referrals, follow-ups, and caseload data (~200 patients) using Excel and internal systems.
  

• Schedule over 8 weekly outpatient clinics and 5+ home visits.
  




• Book clinical rooms and organise professional meetings and MDTs.
  




• Adjust rotas in response to consultant vacancies and trainee absences, maintaining service continuity.
  

• Conduct 6+ trainee inductions annually, adapting to rotation cycles (3–6 months).
  




• Coordinate placement schedules for medical students at HLDP.
  

• Support daily reception operations including patient check-ins, appointment bookings, and handling urgent prescriptions.
  




• Act as the first point of contact for urgent mental health requests, triaging and escalating appropriately.
  

• Organise and coordinate Care Programme Approach (CPA) meetings.
  




• Schedule initial eligibility assessments for psychiatric review, often managed by a single psychiatrist due to capacity issues in the wider system.
  

• Manage waiting lists and referral data using Excel and NHS systems.
  




• Ensure safe and secure prescription handover processes during clinics.
  

Requirements

• Strong administrative and organisational skills in a healthcare setting.
  




• High level of accuracy in transcription, data entry, and document management.
  




• Ability to manage and prioritise urgent and routine clinical tasks effectively.
  




• Excellent communication and interpersonal skills, including with vulnerable service users.
  




• Confident using electronic patient record systems and Microsoft Office (especially Excel).
  




• DBS Check Summary