Job summary
This is an exciting opportunity to join the Single Point of Access Team for Hampshire CAMHS. The Single Point of Access Team manages the referrals into the service, along with supporting advice and consultation. Do you have excellent organisational, communication and administrative skills, and do you have the ability to work on your own initiative and to maintain a calm approach under pressure. Flexibility, problem solving skills, listening skills, a confidential approach, the ability to work to tight deadlines and as part of a team are all essential for this role. The role is 9am to 5pm Monday, Tuesday, Thursday and Friday.
In this diverse role, our team:
- input on average 700 referrals per month.
- complete 420 letters that are signposted from service.
- man incoming calls and emails for the admin and duty clinical team.
- deal with an average of 322 clinical enquires that need to be passed to the clinical team for consultation.
If you want to join us, then please apply today!
Main duties of the job
To provide comprehensive and efficient administrative support to the team; this will include handling all aspects of correspondence, including processing referrals and dealing with telephone enquiries.
Liaise with other directorates and staff at all levels and with external agencies.
To open and process incoming and outgoing mail for the team.
To be responsible for scanning and uploading documents into RIO, accurately onto the correct tab and in a timely manner.
To provide reception services, receiving visitors on behalf of the department, dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative.
To accurately record messages and information from any callers in a timely manner and to initiate appropriate procedures, maintaining effective channels of communication.
To be responsible for managing the diaries of the team and prioritising competing needs.
To be responsible for initiating and sending out, without reference, routine correspondence and a variety of self-help information,
Ensure that data is stored accurately and correctly in line with relevant Trust policies.
Ensure that all information is clear and is handled in a confidential manner, in line with the relevant Trust policies.
To be responsible for maintaining clear and accurate filing and database systems.
To undertake photocopying, post and filing as required.
About us
Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, bringing together expertise from across mental health, learning disabilities, community, and physical health services. We are dedicated to delivering compassionate, high-quality, and accessible care to the diverse communities of Hampshire and the Isle of Wight.
With over 13,000 dedicated staff working across more than 300 sites, we place patients and staff at the centre of everything we do. Our goal is to create an integrated healthcare system that improves accessibility and ensures more consistent care for patients. By working together, we aim to improve patient outcomes, drive innovation, and meet the unique needs of the populations we serve.
Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust. This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time.
Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight. We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Person Specification
Qualifications
Essential
- NVQ 3 in Business & Administration or evidence of equivalent practical experience
- Good standard of secondary education; GCSE at Grade C or above, or equivalent
- A good standard of typing, RSA 3, or equivalent experience
Desirable
Experience
Essential
- Proven experience of a range of administrative procedures
- Experience of producing documents to a high standard of presentation with good accuracy
- Experience of generating own correspondence to a high standard
- Experience of maintaining office systems
- Experience of working as part of a team
Desirable
- An understanding of medical terminology
- Proven experience of working as an administrator
- Experience of working within the NHS
Additional Criteria
Essential
- Communication / Relationship skills:
- Ability to deal sensitively with staff and clients in person and on the telephone.
- Ability to communicate effectively and to promote a positive impression of the service
- Ability to liaise on behalf of the team both within and outside of the organisation
- Analytical & Judgement skills:
- Awareness of the importance of confidentiality -- ability to work within appropriate boundaries
- Ability to use good judgement skills when dealing with service users/carers enquiries and problems
- Planning & Organisations skills
- Ability to be able to plan workload, manage diaries, organise appointments, planning workload associated with key meeting dates
- Planning, organising, and facilitating meetings and minute taking
- Ability to work on own initiative and prioritise own workload
- Ability to work to tight deadlines and deal with conflicting demands
- People Management / Leadership / Resources:
- Ability to work collaboratively within a team
- Maintain stationary stock levels.
- IT skills:
- Knowledge and experience of using Microsoft Word, Excel, Outlook, PowerPoint
- Physical skills:
- An ability to travel to other sites if required
- Punctual and flexible across hours of work when required
Desirable
- Experience of using database systems
- Previous experience of data input
Person Specification
Qualifications
Essential
- NVQ 3 in Business & Administration or evidence of equivalent practical experience
- Good standard of secondary education; GCSE at Grade C or above, or equivalent
- A good standard of typing, RSA 3, or equivalent experience
Desirable
Experience
Essential
- Proven experience of a range of administrative procedures
- Experience of producing documents to a high standard of presentation with good accuracy
- Experience of generating own correspondence to a high standard
- Experience of maintaining office systems
- Experience of working as part of a team
Desirable
- An understanding of medical terminology
- Proven experience of working as an administrator
- Experience of working within the NHS
Additional Criteria
Essential
- Communication / Relationship skills:
- Ability to deal sensitively with staff and clients in person and on the telephone.
- Ability to communicate effectively and to promote a positive impression of the service
- Ability to liaise on behalf of the team both within and outside of the organisation
- Analytical & Judgement skills:
- Awareness of the importance of confidentiality -- ability to work within appropriate boundaries
- Ability to use good judgement skills when dealing with service users/carers enquiries and problems
- Planning & Organisations skills
- Ability to be able to plan workload, manage diaries, organise appointments, planning workload associated with key meeting dates
- Planning, organising, and facilitating meetings and minute taking
- Ability to work on own initiative and prioritise own workload
- Ability to work to tight deadlines and deal with conflicting demands
- People Management / Leadership / Resources:
- Ability to work collaboratively within a team
- Maintain stationary stock levels.
- IT skills:
- Knowledge and experience of using Microsoft Word, Excel, Outlook, PowerPoint
- Physical skills:
- An ability to travel to other sites if required
- Punctual and flexible across hours of work when required
Desirable
- Experience of using database systems
- Previous experience of data input
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.
