Job overview
To provide an efficient, effective, professional and confidential administrative and secretarial service to the team. The post holder will provide comprehensive secretarial and administrative support to the team, including diary management, maintaining records, both paper and electronic, in accordance with Trust policy. The post holder will need to be able to work to tight deadlines.
Main duties of the job
To work closely with other administrative staff to ensure continuity of administration support and mutual assistance within the service. It will be expected that the post holder will need to provide cover for the team members in times of absence such as annual leave and sickness and additionally where the workload of the team requires it.
Working for our organisation
The Deaf Child and Adolescent Mental Health Service (CAMHS) provides a specialist mental health service for deaf children with a range of emotional, behavioural and developmental difficulties.
We provide mental health care for children across Central and Southern England.
The team is made up of different mental health professionals with specialised skills and expertise.
Detailed job description and main responsibilities
1. To be a point of contact with the team.
2. Use initiative when dealing with patient enquiries, face to face, email and by telephone.
3. Effectively communicate issues to relevant parties.
4. Use initiative when dealing with patient enquiries to analyse and resolve problems.
5. To prioritise own workload to ensure that all administrative activities are executed with maximum efficiency and effectiveness, with particular emphasis upon accuracy and timeliness.
6. Undertake a full range of secretarial and administrative duties, including preparation of correspondence, reports etc using a wide range of software packages.
7. To co-ordinate electronic diaries for the team. To support the team in effective clinic management, arranging and rescheduling appointments, to ensure that patients receive an efficient administrative service in respect of their care.
8. To ensure appointments are entered onto the Trust’s clinical data system and appointment letters are attached electronically.
9. To liaise with other professionals on behalf of the team to process referrals.
10. Attendance at meetings as required and to take minutes/action notes.
11. To order stationery and other consumables.
12. Maintain secure up to date filing systems for clinical notes and the management of documentation to ensure that an effective bring forward and retrieval system is in place.
13. Sort and process incoming post and ensure that urgent matters are dealt with appropriately.
14. Provide and receive routine information requiring tact or persuasive skills. Communicates work procedures within own team and with other departments. Dealing with queries from anxious parents and visitors.
15. Attend administrative team meetings and take minutes as required.
16. To take part in a Personal Development Review and attend mandatory training and any other training courses relevant to the post.
Person specification
GCSE English Grade C or above or equivalent qualification
Essential criteria
17. Achieved Grade
Previous experience of working within the NHS involving staff from other departments/organisations
Desirable criteria
18. Years Experience
Ability to be adaptive and flexible in response to additional workload
Essential criteria
19. Examples
Detailed knowledge of Microsoft Office incWord / Excel / Outlook
Essential criteria
20. Previous Experience