Position Overview
An opportunity has arisen for a well organised and enthusiastic individual to join the recently established Dialectical Behaviour Therapy (DBT) team in HPFT CAMHS. This is a role in a busy and established clinical team and therefore the post holder will require a considerable degree of initiative, possess mature judgement and maintain a friendly and efficient manner when dealing with service users, their relatives, colleagues and visitors. A good level of competency in using Microsoft Office is required along with the ability to work under pressure, whilst keeping a calm and professional approach. To be successful you will need to demonstrate excellent communication skills, both written and verbal, as well as the ability to work effectively as part of a team. The role is varied and at this early stage of the team's development there is opportunity to shape the role to meet the team's requirements. The DBT Team offer a specialist evidence-based therapeutic approach for young people at high risk, to prevent crises and ensure that young people are in the least restrictive service for their need. A minimum of 2 years relevant experience is required. All applicants will contribute towards the promotion of HPFT values: welcoming, kind, positive, respectful and professional.
Key Responsibilities
To work as part of the CAMHS DBT Team and as part of the CAMHS reception team, and to be responsible for the outpatient appointments, liaising with clinicians, service users and professional staff on an ongoing basis. Duties include responsibility for registering patient details and continuous updating of patient records, minute taking for team meetings, booking all new and follow up clinic appointments as needed, and generating all related correspondence, including appointments, transport booking, and reports. To maintain a small switchboard and transfer calls throughout the team. Receive visitors, deal with incoming and outgoing mail, logging faults with Estates and ensuring that the office area is kept tidy. Provide comprehensive, professional, and effective secretarial and administrative support to the Child and Adolescent Psychiatrist and the wider CAMHS DBT Team. Display initiative, mature judgement, and maintain a calm, friendly and efficient manner when dealing with staff, service users, colleagues and visitors. Responsible for audio typing, booking appointments, answering the telephone, taking messages, passing relevant queries to the staff team, organising room bookings, sending out agendas, taking meeting minutes, and other general administrative duties. As the role is busy and varied, good interpersonal skills are required. The post holder will work independently, maintaining confidentiality, following Trust policies, and applying initiative. Also undertake non‑routine duties without direct supervision within broad procedural guidelines. Work to ensure all administrative processes run smoothly and efficiently and that departmental processes and procedures are adhered to.
Key Relationships
* Work closely with the Consultant Psychiatrist and the wider team
* Build positive working relationships with external agencies, schools and social services
* Work closely with other administrative staff in the building
* Use a range of information technology and communication skills to develop effective relationships with managers, teams and colleagues; facilitate effective and timely communication, ensuring accurate and appropriate communication
* Co‑coordinate with appropriate staff for non‑stock requisitions, researching equipment/products if necessary
* Co‑coordinate stationary requests for the team, ensuring appropriate stock levels are audited and maintained
* Co‑coordinate requests for maintaining equipment and facilities, reporting faults with the appropriate department
* Oversee the allocation and replenishment of petty cash so that sufficient payments can be made on a weekly basis
Qualifications
* RSA II / III or equivalent
* Audio Typing
* Competent in Windows and Word applications
* Good general education
Desirable Criteria
* ECDL
* Medical Secretary qualification, including terminology
* Familiar with medical terminology
* Good organisational abilities and time management skills
* Strong numeracy skills
* Able to demonstrate good verbal and written communication skills
* Good knowledge of IT and Windows applications
* Well presented with good interpersonal skills
* A flexible, collaborative attitude towards duties and responsibilities
* ePEX literate or understanding of databases
* Knowledge and understanding of health records function
* Minimum 2 years experience of working in an administrative role
All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
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