CAMHS Management Secretary/Medical Secretary
The Child and Adolescent Mental Health Service (CAMHS) is committed to providing high-quality mental health support to children and adolescents. We are looking for an enthusiastic and proactive Management Secretary/Medical Secretary to join our CAMHS Service. This is a fantastic opportunity for someone with excellent administrative skills to support our CAMHS Management Team and Psychiatrist within the Eating Disorders Pathway in delivering crucial mental health services.
The successful applicant will be responsible for providing comprehensive secretarial and administrative support to the CAMHS management team, including the CAMHS Pathway Managers, Service Manager, and Directorate Manager and Eating Disorders Psychiatrist. The successful candidate will play a key role in ensuring the smooth running of administrative tasks, enabling the team to focus on providing outstanding care for children and young people.
NVQ3 or equivalent qualifications or substantial previous experience are essential for this role.
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.
All staff are expected to be able and willing to work across a 7 day service.
Main duties of the job
To deliver aneffective and competent level of secretarial and administrative support andconsistently deliver a client focussed service which promotes good customerservice and effective working relationships.
To beresponsible for providing daily secretarial and administrative support in theallocated service area ensuring business priorities are met for example:maintaining records, minute taking, data inputting and reception duties.
Typing ofconfidential reports/letters; which may be supplied via hard copy and/ordictation, (which may contain distressing information) as requested to meetservice needs.
Workingproactively to support team. Ability to work on own and proactively as part ofa team
To provide the day-to-daysupervision and line management of junior staff where appropriate.
The job description and person specification are an outline of thetasks, responsibilities and outcomes required of the role. The job holder willneed to be flexible to carry out any other duties as may be reasonably requiredby their line manager.
About us
Livewell Southwest is an independent, award-winning socialenterprise delivering integrated health and social care services acrossPlymouth, South Hams, and West Devon, with specialist services in parts ofDevon and Cornwall. Our teams work in community hospitals, GP practices, sportscentres, and health hubs.
As an organisation with a strong social conscience we are guided by our values,kindness, respect, inclusivity, ambition, responsibility, andcollaboration. We focus on transforming services to ensure sustainability, whileempowering staff and those we serve.
We involve the people we care for, along with their families and carers, inshaping the care they receive, striving to deliver the right care at the righttime and place. Centering our work on individual needs helps people leadhealthy, independent lives.
We prioritise employees' development, offering protected CPD time, trainingpathways, leadership programs, and funding for qualifications like the CareCertificate and Nurse Training Scholarships. Our induction and preceptorshipprograms ensure a smooth transition into our organisation.
Livewell Southwest values diversity and encourages applications from allsections of the community, including those with armed forces experience, lived experience of mentalhealth, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during theapplication process, contact the Recruiting Manager listed in the job advert.
Job responsibilities
To deliver aneffective and competent level of administrative support and consistentlydeliver a client focussed service which promotes good customer service andeffective working relationships.
To beresponsible for providing daily administrative support in the allocated servicearea ensuring business priorities are met for example: maintaining records, minutetaking, data inputting and reception duties.
Typing ofconfidential reports/letters; which may be supplied via hard copy and/ordictation, (which may contain distressing information) as requested to meetservice needs.
Workingproactively to support the Management Team and the Consultant Psychiatrist within the Eating Disorders Team. Ability to work on own andproactively as part of a team.
To provide theday to day supervision and line management of junior staff where appropriate.
Promotethe image of the department, via the Management Team checking that notices andleaflets are up to date & well presented.
Support the Management Team and Consultant Psychiatrist to ensure that internal and external communication systems arein place.
Ensure that allcomplaints, compliments, concerns, comments and suggestions are appropriatelyrecorded, and where possible resolved within level of role or escalatedappropriately, supporting junior staff where necessary.
Respondto telephone, email and written queries on behalf of the service area includingcall handling where appropriate asagreed with line manager.
Arrangeappointments, meetings and events on behalf of the CAMHS Management Team and Consultant Psychiatrist within the Eating Disorders Pathway,making bookings where necessary and ensuring all equipment and documentation isavailable, 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 produceinformal and formal minutes as an accurate record of meetings, transcribing anddistributing as directed.
Maintainaccurate and timely electronic and hard copy information e.g. training logs usingorganisational systems as directed (ensuring ease of access/retrieval asappropriate) and in line with policies.
Supportingoperational staff to access management information; electronic and hard copy.
Collect and collatedata to enable managers to monitor budgets and performance in relation tobusiness support function with support of line manager.
Collect,collate and prepare information for service areausers with support of line manager.
Maximisethe use of electronic systems to enable effective management of the servicearea such as Microsoft Office and patient record systems.
To provide support to customer and visitor reception areas, acting as the first point of enquiry and sign posting individual to relevant information/service.
Ensure that all complaints, compliments, concerns, comments and suggestions are appropriate 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.
Becompliant with the Data Protection and record management policies andprocedures with particular reference to confidentiality and safeguardingissues.
Beproactive and contribute ideas for improvement in the way the service isdelivered.
Ableto work on own initiative, prioritising work within defined policies andprocedures to set timescales.
Ensurethat all office support services e.g. post, filing, photo copying, aredelivered in a timely manner.
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.
Person Specification
Specific Skills
* 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 11 typing or equivalent qualification or significant equivalent previous experience and knowledge
* NVQ 3 in Business Administration or equivalent
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.
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.
Full-time,Part-time,Job share,Flexible working
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