Team Administrator - MHST
Job summary
Would you like an opportunity to join our exciting and innovative Child & Adolescent Mental Health (CAMH) service?
We are looking for an experienced team administrator who has worked in a similar admin role. They will provide effective and efficient administration support to the Mental Health Support team and contribute to the smooth functioning of the systems underpinning the service.
Based within a busy environment, the post holder will have responsibility for providing a confidential, professional, efficient and responsive administrative support service including supporting the lead, collating figures and producing reports.
The post holder will be need to be professional, well-organised, team orientated, experienced and highly motivated to join our multi-disciplinary team.
Applicants should have a sound working knowledge of Microsoft office applications and patient information systems.
If you would like the opportunity to be part of our professional and friendly team we would like to hear from you.
Main duties of the job
To provide general administration and secretarial service to all CAMHS Clinicians and Managers within the specific teams.
The post holder will be required to work in a busy and demanding environment and should be able to work without direct supervision and to exercise initiative. The ability to multi-task is also essential.
The post requires the ability to work on own initiative and to liaise effectively with a broad range of professions and to maintain client confidentiality.
To work alongside and to cover, when appropriate, other administration staff across several locations in some instances.
The post-holder is accountable & responsible
For providing a comprehensive administrative service including processing all reports, correspondence & documentation, & related photocopying, scanning, etc.
For receiving & dealing with incoming calls to the service
For efficient collection, input & recording of case management data in line with service requirements
For identifying case management data entry issues & dealing with as appropriate
For assisting the Project Lead / Clinical Lead with preparation of statistical data & reports for analysis
About us
Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
Job description
Job responsibilities
To assist the Admin Lead, to ensure the required data and KPI submission are submitted with all required data & within the required time scale
To work with staff to ensure data is correct & complete in line with service requirements
To provide information reports as required by the Senior Management Team.
T To undertake audits of the administrative systems including data quality checks, office procedures, etc.
E l ectronic Case Management
To use the electronic case management system to input data accurately & in a timely manner
To train staff to use the electronic case management system effectively
To ensure efficient collection, input & recording of case management data
T To ensure that data & recording requirements are fulfilled information is shared & disseminated in a professional & timely manner
To maintain systems for data & information collection
To undertake the in-putting of activity data on to the appropriate database, & to assist in the collation of statistical information for the purpose of contract & quality monitoring
To troubleshoot problems reported by ELFT users & escalate issues/refer on as appropriate, e.g. to system provider/IT
Communication
To communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, or on the telephone.
To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible.
To deal sensitively with children, young people and their parents/carers who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member.
G eneral
In carrying out the above duties the post holder will:
Work in accordance with the appropriate ELFT policy and procedure at all times.
Work flexibly across operational sites as required
Work flexibly within an agreed number of hours of work to maintain the most appropriate level of service provision
Seek to improve personal performance, contribution, knowledge & skill
Participate in appraisal, training & supervision processes
Keep up-to-date with developments in services, legislation & practice relevant to the relevant client group
Contribute to maintaining safe systems of work & a safe environment
To participate in activity monitoring & basic audit as required
To liaise with Estates & Facilities regarding facilities used by the service
To report to line manager any issues that are of concern relating to health & safety of the building
To arrange appointments & bookings for the service
To communicate effectively with a wide range of people from different backgrounds, dealing sensitively & tactfully with clients & their parents/carers in person, or on the telephone
To deal sensitively with service users or their carers/relatives who may be distressed. To
exercise judgment when dealing with inquiries & resolve patient problems by providing information & advice regarding appointments or the service as appropriate, or by passing
on to the appropriate team member
To use information technology for a range of purposes
To have excellent verbal, written & communication skills
To induct new staff to appropriate administration systems
To have the ability to remain calm & sensitive in difficult & stressful situations
Undertake other duties appropriate to the level of the post
Person Specification
Education/ Qualification/ Training
- oEnglish & Math's GCSE or equivalent
- oCertificates in using Microsoft applications
- oECDL or equivalent
- oNVQ Admin
- oAdvanced level MS Office applications
Experience
- oAdvanced Administration Skills at a senior level
- oAdministration System management. Compiling reports through data analysis
- oHealth/Social Care patient information systems
- oPractical applications of all MS Office products
- oReception duties in a Health or Social Care setting
- oExcellent verbal & written communication skills
- oExperience in a mental health setting
Knowledge and Skills
- oSystem administration of Health or Social care - Electronic Case Management / Database systems
- oExcellent knowledge of Microsoft applications
- oProven ability to manage programs of work & meet deadlines
- oEffective communication skills across a range of staff
- oAbility to recognize problems & problem solving skills
- oAbility to use own initiative
- oAbility to work as part of a team
- oIT/Administration
- oUnderstanding of office procedures
- oConfidentiality & data Protection
- oUnderstanding of health and/or Social services environments
Other
- oSelf motivated & able to work autonomously within time constraints
- oAbility to work across organisational boundaries
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.
Employer details
Employer name
East London NHS Foundation Trust
Address
Bedford CAMHS
9 Rush Court
Bedford
MK40 3JT
United Kingdom
Employer's website
https://www.elft.nhs.uk/