Job summary
An opportunity has arisen for an experienced, organised and enthusiastic individual to join the Dialectical Behaviour Therapy (DBT) team, in HPFT CAMHS. The DBT Team offer a specialist evidence-based therapeutic approach for young people at high risk, to prevent crises and ensure that young people are in the least restrictive service for their need. The post holder will work as part of a close-knit and enthusiastic team, as well as working alongside other specialist teams in CAMHS, supporting with welcoming young people and families into the building and receiving phone calls, as well as administrative duties including minute taking and supporting with correspondence for the team.
Main duties of the job
The post holder will require a considerable degree of initiative and maintain a friendly and efficient manner when interacting with service users, their relatives, colleagues and visitors.
A good level of competency in using Microsoft Office is required along with the ability to work under pressure, whilst keeping a calm and professional approach. To be successful you will need to demonstrate excellent communication skills, both written and verbal, as well as the ability to work effectively as part of a team. The role is varied with part of the role involving working alongside the clinical team to support with administrative duties, including minute taking and generating correspondence, as well as working as part of reception alongside other team administrators in CAMHS, supporting with greeting those attending for appointments and taking phone calls.
A minimum of 2 year's relevant experience is required. All applicants will contribute towards the promoting of HPFT values: welcoming, kind, positive, respectful and professional.
For further details / informal visits contact:
Bertha Rogers, CAMHS DBT Team Lead, 07887 412 349
Karen Wright, CAMHS DBT Team Lead, 07887 050 445
About us
Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.
Our family of over 3500 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.
The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Our Trust values are:
Welcoming. Kind. Positive. Respectful. Professional.
These values are at the core of who we are, everything we do, and how we do it!
Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?
Then please read on...
Job description
Job responsibilities
Job Summary:
To work as part of the CAMHS DBT Team and as part of the CAMHS reception team, and to be responsible for the outpatient appointments, liaising with clinicians, service users and professional staff on an ongoing basis. Duties include responsibility for registering patient details and continuous updating of patient records, booking all new and follow up clinic appointments as needed, and generating all related correspondence, including appointments and reports. To maintain a small switchboard and transfer calls throughout the team. Receive visitors, deal with incoming and outgoing mail, logging faults with Estates and ensuring that the reception area is kept tidy.
The post holder will be expected to meet the requirements of the NHS Knowledge and Skills Framework (KSF) appropriate outline for the post.
All staff should comply with the Trusts Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
Job Responsibilities:
- Responsible for the smooth running of the teams individual and group therapy appointment bookings, generate correspondence to service users and ensure that all service users have follow-up appointments, if appropriate
- To assist the team with the administration duties necessary in preparing for the group therapy work and maintaining electronic patient records
- Welcoming service users into the team base.
- To ensure accurate data registered on Paris; to produce data for audits.
- Responsible for ensuring that all visitors to the team base and all telephone calls are dealt with promptly and in a professional manner; bearing in mind the need for confidentiality and the requirement to promote the Trusts corporate image.
- Demonstrate a positive customer care approach.
- To sort and issue incoming post, stamp or frank outgoing mail
- Responsible for logging faults with Estates
- Accountable for medical files and filing system, including archive files.
- To oversee room booking system for CAMHS DBT
- Responsible for reception area ensuring notice boards and leaflets are up to date with relevant information.
- To update skills as necessary and attend mandatory training.
Working Relationships and Communication Requirements of the Job
- Team Manager
- Team Leaders
- Clinical Team
- Administration Staff
Communication requirements
- To Communicate effectively with the Team Manager and team
- To relay confidential, sensitive information to colleagues and outside agencies, in person or on the telephone.
- To be experienced with a range of communication methods including telephone, fax, e-mail and scanner, Telephone conferencing
- To use a range of communication skills to develop effective relationships with managers, teams and colleagues.
Financial Responsibility
- To order non-stock requisitions, researching equipment/products if necessary
- To maintain and be responsible for maintaining equipment and reporting faults
Analytical and Judgemental Skills
- The post holder will use their own judgement to find solutions to staff requests/needs, and visitors problems, through the use of analytical and problem solving skills. Handling queries and ensuring that relevant information is imparted and confidentiality is maintained.
Planning and Organisational Skills
- To work autonomously and organise own time to ensure that outpatient appointments and group therapy run efficiently.
- To report and ensure equipment and environmental faults are dealt with by relevant persons.
- To update telephone lists and signing in/out sheets as and when necessary.
- Ensuring all messages are relayed as quickly as possible to medical staff and Team.
- To manage and prioritise incoming mail.
- To take responsibility for the maintenance of the room booking system, for people within the building and other services.
- Order and take delivery of stationary.
- Keep data/information systems up to date and store information correctly and safely.
- To report and ensure equipment and environment faults are dealt with by relevant persons
- To create, maintain and update filing systems.
- To arrange/ set up meetings, send out invitation letters, book room, compile agendas and take formal minutes, as required
Physical Working Conditions and Environment
- Standard keyboard skills to access PARIS.
- To be responsible for the photocopier, franking machine and fax.
- Report faults; ensure there is an adequate supply of paper. Access the Internet, HPFT Intranet, e-mail and texting.
Information Resources
- To use appropriate software and equipment on a daily basis to access databases.
Additional Information:
- On occasion the post holder may be required to travel to other sites to cover
Job description
Job responsibilities
Job Summary:
To work as part of the CAMHS DBT Team and as part of the CAMHS reception team, and to be responsible for the outpatient appointments, liaising with clinicians, service users and professional staff on an ongoing basis. Duties include responsibility for registering patient details and continuous updating of patient records, booking all new and follow up clinic appointments as needed, and generating all related correspondence, including appointments and reports. To maintain a small switchboard and transfer calls throughout the team. Receive visitors, deal with incoming and outgoing mail, logging faults with Estates and ensuring that the reception area is kept tidy.
The post holder will be expected to meet the requirements of the NHS Knowledge and Skills Framework (KSF) appropriate outline for the post.
All staff should comply with the Trusts Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
Job Responsibilities:
- Responsible for the smooth running of the teams individual and group therapy appointment bookings, generate correspondence to service users and ensure that all service users have follow-up appointments, if appropriate
- To assist the team with the administration duties necessary in preparing for the group therapy work and maintaining electronic patient records
- Welcoming service users into the team base.
- To ensure accurate data registered on Paris; to produce data for audits.
- Responsible for ensuring that all visitors to the team base and all telephone calls are dealt with promptly and in a professional manner; bearing in mind the need for confidentiality and the requirement to promote the Trusts corporate image.
- Demonstrate a positive customer care approach.
- To sort and issue incoming post, stamp or frank outgoing mail
- Responsible for logging faults with Estates
- Accountable for medical files and filing system, including archive files.
- To oversee room booking system for CAMHS DBT
- Responsible for reception area ensuring notice boards and leaflets are up to date with relevant information.
- To update skills as necessary and attend mandatory training.
Working Relationships and Communication Requirements of the Job
- Team Manager
- Team Leaders
- Clinical Team
- Administration Staff
Communication requirements
- To Communicate effectively with the Team Manager and team
- To relay confidential, sensitive information to colleagues and outside agencies, in person or on the telephone.
- To be experienced with a range of communication methods including telephone, fax, e-mail and scanner, Telephone conferencing
- To use a range of communication skills to develop effective relationships with managers, teams and colleagues.
Financial Responsibility
- To order non-stock requisitions, researching equipment/products if necessary
- To maintain and be responsible for maintaining equipment and reporting faults
Analytical and Judgemental Skills
- The post holder will use their own judgement to find solutions to staff requests/needs, and visitors problems, through the use of analytical and problem solving skills. Handling queries and ensuring that relevant information is imparted and confidentiality is maintained.
Planning and Organisational Skills
- To work autonomously and organise own time to ensure that outpatient appointments and group therapy run efficiently.
- To report and ensure equipment and environmental faults are dealt with by relevant persons.
- To update telephone lists and signing in/out sheets as and when necessary.
- Ensuring all messages are relayed as quickly as possible to medical staff and Team.
- To manage and prioritise incoming mail.
- To take responsibility for the maintenance of the room booking system, for people within the building and other services.
- Order and take delivery of stationary.
- Keep data/information systems up to date and store information correctly and safely.
- To report and ensure equipment and environment faults are dealt with by relevant persons
- To create, maintain and update filing systems.
- To arrange/ set up meetings, send out invitation letters, book room, compile agendas and take formal minutes, as required
Physical Working Conditions and Environment
- Standard keyboard skills to access PARIS.
- To be responsible for the photocopier, franking machine and fax.
- Report faults; ensure there is an adequate supply of paper. Access the Internet, HPFT Intranet, e-mail and texting.
Information Resources
- To use appropriate software and equipment on a daily basis to access databases.
Additional Information:
- On occasion the post holder may be required to travel to other sites to cover
Person Specification
General criteria
Essential
- Experience as a receptionist/administrator
- Good standard of secondary education
- Proficient in Microsoft
- Maintain a filing system, both paper and computerised systems.
- Experience in maintaining electronic patient records, such as Paris
- Ability to communicate with a range of people, whilst taking into account the confidential nature of the post
- Advanced keyboard skills
- Car driver
Desirable
- Experience in an NHS setting as a receptionist/administrator
- NVQ3/RSA3
- Experience in interacting with individuals who may be in emotional distress
Person Specification
General criteria
Essential
- Experience as a receptionist/administrator
- Good standard of secondary education
- Proficient in Microsoft
- Maintain a filing system, both paper and computerised systems.
- Experience in maintaining electronic patient records, such as Paris
- Ability to communicate with a range of people, whilst taking into account the confidential nature of the post
- Advanced keyboard skills
- Car driver
Desirable
- Experience in an NHS setting as a receptionist/administrator
- NVQ3/RSA3
- Experience in interacting with individuals who may be in emotional distress
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.
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 (Opens in a new tab).
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 (Opens in a new tab).
Additional information
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.
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 (Opens in a new tab).
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 (Opens in a new tab).
