MATERNITY COVER - 24 hours per week up until 19th January 2027
An exciting opportunity has become available to join the Infant Mental Health Team within the Child and Adolescent Mental Health Services (CAMHS) as a part time band 3 Senior Administrator. Are you an experienced, highly flexible and enthusiastic administrator who enjoys working in a fast paced progressive environment? If so, we would be delighted to hear from you.
The successful candidate will be the administrator for the CAMHS Infant Mental Health Pathway which sits within the CAMHS service. However, the post holder will be required to support other teams within CAMHS with various duties dependant on service demand. The applicant must be able to manage a pressured environment and a requirement to work autonomously.
Main duties of the job
The successful candidate will be able to demonstrate excellent customer care skills, communication and organisational skills and good time management with ability to work well under pressure and to tight deadlines. NVQ3 or equivalent qualifications or substantial previous experience are essential for this role.
All Livewell Southwest staff are expected to able and willing to work across a 7 day service.
Please note that this role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility.
Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity
Job responsibilities
To deliver an effective and competent level of secretarial and administrative support and consistently deliver a client focussed service which promotes good customer service and effective working relationships.
To be responsible for providing daily secretarial and administrative support in the allocated service area ensuring business priorities are met for example: maintaining records, minute taking, data inputting and reception duties.
Typing of confidential reports/letters; which may be supplied via hard copy and/or dictation, (which may contain distressing information) as requested to meet service needs.
Working proactively to support team. Ability to work on own and proactively as part of a team.
To provide the day-to-day supervision and line management of junior staff where appropriate.
The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.
This post is expected to liaise and build positive working relationships with a variety of stakeholders such as; clinical staff, general practices, service users and all other appropriate bodies.
MAIN DUTIES/RESPONSIBILITIES - Management of service. To arrange meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with line manager where required.
Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate as agreed with line manager.
To produce informal and formal minutes as an accurate record of meetings, transcribing and distributing as directed.
Maintain accurate and timely electronic and hard copy information e.g. training logs using organisational systems as directed (ensuring ease of access/retrieval as appropriate) and in line with policies.
Supporting operational staff to access management information; electronic and hard copy.
Collect and collate data to enable managers to monitor budgets and performance in relation to business support function with support of line manager.
Collect, collate and prepare information for service area users with support of line manager.
To provide support to customer and visitor reception areas, acting as the first point of enquiry and signposting individual to relevant information / service.
Support the management team to ensure that internal and external communication systems are in place.
Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately, supporting junior staff where necessary.
Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems.
Be compliant with the Data Protection and record management policies and procedures with particular reference to confidentiality and safeguarding issues.
Be proactive and contribute ideas for improvement in the way the service is delivered.
Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.
Ensure that all office support services e.g. post, filing, photocopying, are delivered in a timely manner.
Promote the image of the department, checking that notices and leaflets are up to date & well presented.
Demonstrate own activities to new or less experienced employees.
Financial management - To process and pass for payment all relevant invoices in a timely manner in accordance with business process, with support of line manager.
To support the line manager with banking and remittance service (including petty cash).
Monitor stock e.g. stationery and order supplies and equipment as required within the business area. Undertake surveys or audits as directed.
COMMUNICATIONS AND RELATIONSHIPS - One of the main aspects of this role is to liaise and build positive working relationships with a variety of stakeholders such as; clinical staff, general practices, service users and all other appropriate bodies.
PHYSICAL DEMANDS OF THE JOB- Frequent sitting & standing. Inputting at a keyboard for most of day, frequent light effort to lift, sort & file case notes.
May have to occasionally move presentation equipment and office supplies or clinic consumables.
ADDITIONAL INFORMATION FOR ALL POSTS - The post holder is required to comply with all relevant policies and procedures pertinent to their post. Current versions can be found on the intranet or via your manager. The areas listed below are those Livewell Southwest currently places particular emphasis on. Failure to follow correct policies and procedures may result in disciplinary action.
Risk Management- In accordance with the Risk Management Strategy, employees will participate, whenever required, with the risk management process. They will support line managers by attending mandatory and statutory training, completing incident/accident forms for every adverse event or near miss that occurs, report all defects and complaints, and communicate any dangerous situation to individuals potentially at risk.
Health and Safety at Work- You must co-operate with those in authority and others in meeting the statutory requirements and in following policies and procedures. A copy of the Health and Safety Policy is available from the intranet or from the Risk Management Department.
You are reminded that in accordance with the Health and Safety at Work Act 1974 you have a duty to take reasonable care to avoid injury to yourself and to others affected by your work activities. You will be notified where your post carries a requirement for immunisation.
You may be required to be able to undertake physical intervention training and participate in physical intervention as part of a physical intervention team and Basic Life Support (BLS).
Infection Control - Livewell Southwest is determined to eradicate healthcare-acquired infection and puts a great deal of emphasis on the responsibility of all staff to ensure their own personal and others compliance with Infection Control (including Hand Washing) Policies. All staff must comply with infection control policies and guidance, attend relevant updates and report issues of concern to their immediate line manager (if no action or explanation received, then it is the individual's responsibility to elevate their concerns to the Director of Operations or Chief Executives Office).
Sustainability and climate change - All staff are expected to take responsibility for the reduction of carbon emissions within their area of the organisation. In particular this may relate to reducing energy consumption, making low carbon travel choices, consideration of goods and services being purchased, and waste reduction.
Other - This Job Description is not exhaustive and may change as the post develops, but such change will not take place without consultation between the post holder and their manager. Job descriptions should be reviewed at least annually at the appraisal meeting. The Working Time Regulations apply to all employees of Livewell Southwest. In particular, Livewell Southwest will not permit staff in all employments to work in excess of 48 hours in any one week except where there are exceptional service needs where an absolute limit of averaging over a reference period of 17 weeks would apply.
Livewell Southwest has adopted NO SMOKING and NO ALCOHOL policies for staff, which applies to all posts. Details of the policy are available on request and will be included in the statement of main terms and conditions of service of staff appointed.
Person Specification
Experience
* Substantial experience of working in an administrative environment using computerised data systems.
* Experience of supervising other staff members
* Experience of working in a health or social care office environment.
Knowledge
* Working knowledge of Microsoft Office including Word and Excel
* Understanding of confidentiality & data protection act
* Able to build effective working relationships with customers and colleagues/staff
* Ability to use Business applications and patient record systems
* Knowledge of SystmOne.
* Understanding of Data Protection legislation
* Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
Skills & Abilities
* Good writing, typing, data entry and telephone skills ensuring accuracy.
* Ability to communicate verbally and in writing to a good level (face to face and over the telephone)
* Ability to prioritise own workload
* Ability to work effectively as part of a team.
* Ability to use initiative organising own workload to set deadlines within the scope of role
* Organised, efficient and accurate
* Flexible and adaptable willing to learn new skills
* Able to analyse problems and initiate appropriate solutions effectively
* Able to apply tact and sensitivity to establish trust and support
Qualifications
* Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge.
* RSA II typing or equivalent qualification or significant equivalent previous experience and knowledge
* NVQ 3 in Business Administration or equivalent
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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