Overview
The post holder will be responsible for providing a proactive, comprehensive administrative and secretarial service to a multi-disciplinary team. The administrator is often the first point of contact for families/carers and other members of the service user's network and plays an important role in ensuring a good patient experience and positive image of the service. Due to the focus of the team in working collaboratively with Schools and education partners, the post holder must proactively create and maintain effective working relationships with these partners. The post holder will manage and oversee the administrative component of the Trust patient database, including inputting referral and patient information, monitoring and updating operational data quality, and generating data reports to NHSE for the Multi-disciplinary Team programme.
Responsibilities
* Provide a professional and confidential administration service, including typing, preparing correspondence, proofreading documents, photocopying, filing, scanning, dealing with post, and managing access to team Outlook calendars.
* Assist people in a helpful, diplomatic and tactful manner; screen and reroute calls as appropriate; take clear, concise messages and deal with general enquiries.
* Act independently to prioritise daily tasks and ongoing workloads within agreed timescales; manage multiple tasks while maintaining quality standards.
* Work in an unpredictable pattern, dealing with frequent interruptions.
* Organise booking of interpreters and translation of correspondence, where appropriate.
* Arrange appointments and meetings as required; attend meetings (including team meetings) and produce minutes.
* Liaise with families and professionals, manage preparation and dispatch of appointment letters and questionnaires.
* Make travel arrangements for the team when required; order stationery and follow up on orders to ensure delivery and receipt of stock.
* Add referrals to the Trust patient database within 24 hours of receipt; trace patient NHS details via the National Tracing System; oversee administrative/contracting aspects of the patient database ensuring accuracy and timeliness.
* Monitor and update operational data quality information; assist the team lead in collating data and producing quarterly service reports; maintain accurate waiting lists in conjunction with the clinical team.
* Contribute to Health and Safety compliance as requested; may become Health and Safety Champion depending on service need.
* Participate in preparation of Patient and Public Involvement (PPI) events, conferences and projects.
* Manage petty cash when required; support admin trainees and temporary staff with ICT access and policy awareness.
* Contact Trust Estates and Facilities Department to report faults or works required.
Service Requirements
* Provide cover for colleagues within CAMHS sites as required.
* Provide ad hoc reception cover within CAMHS sites as required.
* Assist teams with development of patient information and team leaflets.
* Attend and actively participate in administration team meetings to review systems and ensure good practice.
* May be trained as nominated Fire Warden, First Aider and/or Health and Safety Champion.
* Assist in service user feedback and PPI.
* May be required to work outside of core hours in line with service need.
* Line manage staff, as required.
Personal Development
* Participate in development and training identified through appraisal and supervision.
* Attend and participate in mandatory training.
Other
* Ensure all duties are carried out in line with Trust policy.
* Carry out other duties appropriate to the grade as required.
* Keep up to date with relevant Trust policies and NHS developments (e.g., Business Continuity Plans, Care Quality Commission).
The Trust is committed to providing services which embrace diversity and promote equality of opportunity. We are a Disability Confident Employer and welcome applicants from all sections of the community and people of all protected characteristics. We provide reasonable adjustments for candidates with a disability and are committed to treating people fairly with compassion, respect and dignity, promoting equality and human rights. Our approach includes:
* Embedding commitment to tackling inequality, eliminating discrimination and harassment; promoting equality of opportunity and fostering good relations in everyday practice.
* Ensuring all services and staff understand and support our commitment.
* Treating service users, carers and staff with compassion, respect and dignity.
Please note: Online application is required. Read and reflect the Job Description and Person Specification; your statement should address the criteria. Closing dates are indicative; apply early. If successful, your prior NHS service may be confirmed via Inter Authority Transfer. We are a smoke-free Trust. We welcome applications from people with lived experience of mental illness and value this contribution. We are Stonewall Diversity Champion and strive to be flexible in working arrangements.
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