Job summary
This
is an exciting opportunity for an experienced administrator, with a passion for
mental health services. Based in Northpoints office base in Clare Road,
central Halifax, you will join our friendly, supportive and welcoming team. We
are looking for someone who can work at between 28 and 35 hours with 35 hours
being our full time hours.
The job
involves providing administrative support to Northpoints school-based services
in Calderdale, which include the Mental Health Support Team (MHST), an
innovative project designed to improve the mental health of students and pupils
in schools. The MHST launched in 2020 and has been growing since.
Northpoint
also provide a range of training courses
and workshops to school staff, students and parents in Calderdale and the
successful candidate would be involved in the administration of this too.
Main duties of the job
This is a newly created post which is
likely to develop as the project progresses.
The role will
consist of 4 main duties:
(i)
Input client
referral information into the Iaptus electronic patient record system
(ii)
Design and
implement systems to record and manage training for school staff
(iii)
provide general
administrative support to the Mental Health Support Team
(iv)
help to deal with calls and e-mail enquiries into the
service
About us
All staff within
the Calderdale Mental Health Support Team are employed by Northpoint Wellbeing,
a local charity that provides a range of services to promote emotional
wellbeing. We believe that timely access to appropriate support, particularly
talking therapies, is an effective way of promoting emotional wellbeing and
relieving mental distress, for people of all ages and backgrounds.
When
consulted on the workforce, children and young people have told us they want to
be supported by staff who can identify with them, who have empathetic skills,
who listen, and who involve them in decisions about their care.
Young
people also felt the Open Minds Partnership workforce should be representative
of the population they support.
Therefore,
we are particularly interested in hearing from candidates who will help to make
the Mental Health Support Team representative of the Calderdale population in
terms of ethnicity, disability, sexuality, and lived experience (i.e.
experience as service users).
Job description
Job responsibilities
Mental
Health Support Team:
Providing
a prompt and helpful response to enquiries via phone/e-mail/letter
Dealing with practical issues as
they arise (e.g. advice on how to refer, checking whether potential new clients
are already known to the service, confirming appointment times).
Passing enquiries to clinicians or
other team members as appropriate
- Working
with colleagues to establish, organise and co-ordinate systems and
processes to enable the service to operate effectively
- Assist in the production of
routine statistical and audit information by running regular system and
database reports and data quality checks as requested, in line with
service guidance
- Ordering equipment as needed in
line with organisational guidance.
- To contribute to ensuring the
premises provides a safe, clean and secure working environment.
- To join in cross-service
developments and to work in a positive & flexible way which promotes
joint working and openness (this may include helping to provide admin
cover in other Northpoint services during times of sickness or holiday).
Iaptus patient
record system:
- Inputting
referral information into the Iaptus electronic patient management system
- Supporting
clinicians to record their ongoing client work on Iaptus in a consistent
way, and to use the system to book appointments, manage diaries etc.
- Record any patient-related
messages and/or correspondence on IAPTUs in a timely fashion.
- Ensure patient-sensitive
information is recorded in line with Information Governance protocols.
- Printing and posting letters from Iaptus.
Training:
- Helping
to develop an administrative framework for Northpoints training delivery
to schools (including promotion, booking, registration, collating feedback
etc).
- Respond
to training requests that are made by e-mail or phone.
- Developing
systems to record and monitor training.
- Other
admin support for trainers (e.g. sending out resources and slides to
participants).
Job description
Job responsibilities
Mental
Health Support Team:
Providing
a prompt and helpful response to enquiries via phone/e-mail/letter
Dealing with practical issues as
they arise (e.g. advice on how to refer, checking whether potential new clients
are already known to the service, confirming appointment times).
Passing enquiries to clinicians or
other team members as appropriate
- Working
with colleagues to establish, organise and co-ordinate systems and
processes to enable the service to operate effectively
- Assist in the production of
routine statistical and audit information by running regular system and
database reports and data quality checks as requested, in line with
service guidance
- Ordering equipment as needed in
line with organisational guidance.
- To contribute to ensuring the
premises provides a safe, clean and secure working environment.
- To join in cross-service
developments and to work in a positive & flexible way which promotes
joint working and openness (this may include helping to provide admin
cover in other Northpoint services during times of sickness or holiday).
Iaptus patient
record system:
- Inputting
referral information into the Iaptus electronic patient management system
- Supporting
clinicians to record their ongoing client work on Iaptus in a consistent
way, and to use the system to book appointments, manage diaries etc.
- Record any patient-related
messages and/or correspondence on IAPTUs in a timely fashion.
- Ensure patient-sensitive
information is recorded in line with Information Governance protocols.
- Printing and posting letters from Iaptus.
Training:
- Helping
to develop an administrative framework for Northpoints training delivery
to schools (including promotion, booking, registration, collating feedback
etc).
- Respond
to training requests that are made by e-mail or phone.
- Developing
systems to record and monitor training.
- Other
admin support for trainers (e.g. sending out resources and slides to
participants).
Person Specification
Skills and Competencies
Essential
- 1.Relevant experience of working in an administrative role, e.g. school, childrens centre, health centre, mental health service or similar.
- 2.Experience of developing administrative systems and processes
- 3.Experience of working in partnership with others
- 4.Ability to manage the emotional impact of calls from people in distress (e.g. young people, parents/carers, or professionals)
- 5.Experience of maintaining the confidentiality of patient-sensitive information
- 6.Understanding of the importance of safeguarding children and young people
- 7.Good working knowledge of basic IT systems (Word, Outlook, Excel, Access) etc.
- 8.Experience of developing systems to record delivery and measure performance
- 9.Ability to work under pressure, prioritise and organise.
- 10.Ability to pay attention to detail, and to produce clear and accurate reports
- 11.Evidence of good verbal and written communication skills
- 12.Ability to work autonomously and work as part of a team
Desirable
- 1.A relevant qualification, e.g. administrative qualification
- 2.Experience of providing telephone support and advice
- 3.Ability to work with cultural sensitivity, and to embrace diversity and difference
- 4.Awareness of the range of emotional health problems which can affect children, young people and their families
- 5.Experience of using an electronic patient record system (e.g. SystemOne/IAPTus)
- 6.Knowledge of CAMHS / young peoples mental health services
- 7.Knowledge of Calderdale
- 8.Knowledge of schools
- 9.Awareness of the pressures facing professionals who support children and young people, such as schools and GPs
- 10.Experience of recording and collating information about service-user satisfaction and outcomes
Person Specification
Skills and Competencies
Essential
- 1.Relevant experience of working in an administrative role, e.g. school, childrens centre, health centre, mental health service or similar.
- 2.Experience of developing administrative systems and processes
- 3.Experience of working in partnership with others
- 4.Ability to manage the emotional impact of calls from people in distress (e.g. young people, parents/carers, or professionals)
- 5.Experience of maintaining the confidentiality of patient-sensitive information
- 6.Understanding of the importance of safeguarding children and young people
- 7.Good working knowledge of basic IT systems (Word, Outlook, Excel, Access) etc.
- 8.Experience of developing systems to record delivery and measure performance
- 9.Ability to work under pressure, prioritise and organise.
- 10.Ability to pay attention to detail, and to produce clear and accurate reports
- 11.Evidence of good verbal and written communication skills
- 12.Ability to work autonomously and work as part of a team
Desirable
- 1.A relevant qualification, e.g. administrative qualification
- 2.Experience of providing telephone support and advice
- 3.Ability to work with cultural sensitivity, and to embrace diversity and difference
- 4.Awareness of the range of emotional health problems which can affect children, young people and their families
- 5.Experience of using an electronic patient record system (e.g. SystemOne/IAPTus)
- 6.Knowledge of CAMHS / young peoples mental health services
- 7.Knowledge of Calderdale
- 8.Knowledge of schools
- 9.Awareness of the pressures facing professionals who support children and young people, such as schools and GPs
- 10.Experience of recording and collating information about service-user satisfaction and outcomes
