Overview
This post requires someone with knowledge and experience of working in a busy and varied environment and feels at ease working with clinical staff and children, parents and visitors attending the clinics. The post-holder will have the ability to be adaptable, initiate changes and to have a flexible approach to your work is important and can offer a strong contribution towards maintaining the high standards of our service. We are looking for a person able to provide comprehensive administrative support to the PAIRS Team. You will work alongside another Senior Administrator across the service. You will be the first point of contact for families/carers and other members of the service user’s network. You would be required to demonstrate sound knowledge of Microsoft Office programmes including Outlook, Word and in particular, Excel. This is a very busy role, which will require meticulous processing of data, and have the ability to multi task. The post holder will be required to collate data and produce reports for the respective service. The post holder will be comfortable with IT and be keen to learn new software packages and processes.
Responsibilities
* Provide proactive, comprehensive administrative and secretarial support to a multi-disciplinary team, enabling the team to operate effectively and efficiently.
* Be the first point of contact for families/carers and other members of the service user’s network; screen and re-route calls; take clear, concise messages; handle general enquiries where appropriate.
* Prioritise daily tasks and ongoing workloads, managing multiple tasks within the working day while maintaining quality standards.
* Organise booking of interpreters and translation of correspondence, where appropriate.
* Arrange appointments and meetings; attend meetings and produce minutes.
* Order stationery and manage stock orders, ensuring delivery and receipt for the team.
* Add referrals to the Trust patient database within 24 hours of receipt; monitor and update operational data quality; assist the team lead in collating data and producing quarterly reports.
* Oversee the administrative/contracting component of the Trust patient database, ensuring patient details are updated and accurate within timescales and data protection.
* Work in an unpredictable pattern with frequent interruptions.
ADHD Lead / Team Transformation
In addition to standard training programmes associated with the administration post, the ADHD Lead will provide training and an introduction to ADHD services as part of the team transformation plan.
Person specification
Qualifications
* Essential: NVQ 3 in Business Administration; or equivalent administrative/secretarial experience.
* Essential: GCSEs or equivalent qualifications in English Language (A-C) and Mathematics (A-C).
* Desirable: RSA 3 secretarial qualification or equivalent.
Experience
* Essential: Excellent communication skills both verbal and written; excellent interpersonal skills; confident telephone manner; excellent copy typing skills (50 wpm or above); accurate grammar, spelling and punctuation; accurate data entry skills; ability to plan, prioritise and multi task; problem solving; effective time management; ability to work on own initiative and as part of a team; punctual, reliable and flexible.
* Desirable: Ability to supervise staff; ability to organise events; experience in the NHS, ideally within a mental health environment; hospital or community clinic.
Knowledge / Skills
* Essential: Experience in a responsible administrative/secretarial role; proven experience of office systems and procedures; experience of minuting meetings; experience of composing correspondence; proficient use of Microsoft Outlook, Word, Excel and PowerPoint; awareness of Data Protection and Confidentiality; understanding of racial awareness and diversity; Health and Safety awareness.
* Desirable: NHS in-house systems and databases.
This advert closes on Sunday 28 Sep 2025
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