Job summary
An exciting opportunity has arisen for a full time administrator to work as part of a busy administration team within CYP North. We are a large multi-disciplinary team which provides mental health services for children, adolescents and their families.The post holder of this role will be expected to carry out reception and administration duties on behalf of the clinical team. This will predominantly include, amongst other tasks: Welcoming visitors to the clinic; processing telephone enquiries on behalf of the clinic team; inputting patient information onto the Trust electronic patient records; arranging appointments for the Clinic Team as necessary; scanning; organising outgoing and incoming post; and formatting clinical letters. You will be supported by a skilled and experienced administrative team and be rewarded with development opportunities. This is a good learning and development opportunity for someone wanting to work in the NHS and make a difference to the experience of children, young people and their families who are experiencing mental health difficulties.
Main duties of the job
The post holder must apply a high degree of confidentiality to all of their work and ensure clear communication with all clinicians within the team, colleagues and other services and teams (internal and external from CAMHS).
You will be expected to undertake non-routine duties without direct supervision, working within broad procedural guidelines.All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
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
- The post holder will work closely with the Senior Administrators and Secretaries in the clinic and be responsible for ensuring all communication is accurately and appropriately undertaken using methods and terminology appropriate to the needs of the service and teams.
- The post holder will receive and welcome visitors to the clinic, including children, young people and their families who have been referred to the service.
- The post holder will receive and process telephone enquiries on behalf of the Clinic team.
- The post holder will input patient information onto the Trust electronic registers, including the electronic patient record, for which training will be provided.
- The post holder will type minutes of meetings and confidential reports and circulate as required.
- The post holder will arrange appointments for the Clinic Team as necessary and maintain the Clinic diary.
- The post holder will maintain the Clinic Teams filing systems, including electronic filing systems, filing and retrieving records as required. This will include maintaining the archive system for patients and staff as required.
- The post holder will assist with the collection of statistical information and data as required.
- The post holder will provide Annual Leave cover for the Administrative Officers within the Clinic team and for the Senior Administrator as required.
- The post holder will use proficient internet skills to access, search and retrieve data relevant to team.
- To use modern technology and Trust ICT systems to support the administrative tasks as necessary in daily work.
- The post holder will use knowledge, and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.
- The post holder will update skills as necessary and attend mandatory training.
- The post holder will be expected to work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.
- The post holder will use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.
- The post holder will participate in yearly appraisals with line manager.
Job description
Job responsibilities
- The post holder will work closely with the Senior Administrators and Secretaries in the clinic and be responsible for ensuring all communication is accurately and appropriately undertaken using methods and terminology appropriate to the needs of the service and teams.
- The post holder will receive and welcome visitors to the clinic, including children, young people and their families who have been referred to the service.
- The post holder will receive and process telephone enquiries on behalf of the Clinic team.
- The post holder will input patient information onto the Trust electronic registers, including the electronic patient record, for which training will be provided.
- The post holder will type minutes of meetings and confidential reports and circulate as required.
- The post holder will arrange appointments for the Clinic Team as necessary and maintain the Clinic diary.
- The post holder will maintain the Clinic Teams filing systems, including electronic filing systems, filing and retrieving records as required. This will include maintaining the archive system for patients and staff as required.
- The post holder will assist with the collection of statistical information and data as required.
- The post holder will provide Annual Leave cover for the Administrative Officers within the Clinic team and for the Senior Administrator as required.
- The post holder will use proficient internet skills to access, search and retrieve data relevant to team.
- To use modern technology and Trust ICT systems to support the administrative tasks as necessary in daily work.
- The post holder will use knowledge, and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.
- The post holder will update skills as necessary and attend mandatory training.
- The post holder will be expected to work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.
- The post holder will use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.
- The post holder will participate in yearly appraisals with line manager.
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- Educated to Secondary Level
- 2 Years' experience working in an office environment
- NVQ3/RSA3 or equivalent experience
- Good knowledge of the General Data Protection Regulations (GDPR) and The Data Protection Act 2018
- Experience in healthcare setting
Desirable
- Knowledge of healthcare terms used in their day to day working
- ECDL qualification
PREVIOUS EXPERIENCE, SKILLS & KNOWLEDGE
Essential
- The ability to organise and prioritise own workload
- Proficient in diary management co-ordinating A/I 10 appointments to ensure best use of clinicians time
- Independent/lone working and team working skills
- Experience of adapting to change and managing work in a changing environment
- Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work
Desirable
- Experience of transcribing formal minutes of meetings.
- Evidence of the ability to organise and plan complex events
- Experience of supervising and training others
- Experience of assisting to set up a new team, creating new processes
- Evidence of the ability to create new working documents (databases/spreadsheets) to assist team functioning and efficiency.
COMMUNICATION SKILLS
Essential
- Excellent verbal and written communication and presentation skills in person, on telephone, and electronically.
- To be experienced in dealing with people in distress in a calm and confident manner, using de-escalation skills where appropriate
- To have proven skills and experience establishing effective working relationships with Managers and colleagues
Desirable
- Experience of working alongside multiple internal and external agencies.
ANALYTICAL SKILLS
Essential
- Problem solving, decision making and analytical skills
- Ability to compile reports
Desirable
- Ability to analyse data and compile information for reports
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- Educated to Secondary Level
- 2 Years' experience working in an office environment
- NVQ3/RSA3 or equivalent experience
- Good knowledge of the General Data Protection Regulations (GDPR) and The Data Protection Act 2018
- Experience in healthcare setting
Desirable
- Knowledge of healthcare terms used in their day to day working
- ECDL qualification
PREVIOUS EXPERIENCE, SKILLS & KNOWLEDGE
Essential
- The ability to organise and prioritise own workload
- Proficient in diary management co-ordinating A/I 10 appointments to ensure best use of clinicians time
- Independent/lone working and team working skills
- Experience of adapting to change and managing work in a changing environment
- Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work
Desirable
- Experience of transcribing formal minutes of meetings.
- Evidence of the ability to organise and plan complex events
- Experience of supervising and training others
- Experience of assisting to set up a new team, creating new processes
- Evidence of the ability to create new working documents (databases/spreadsheets) to assist team functioning and efficiency.
COMMUNICATION SKILLS
Essential
- Excellent verbal and written communication and presentation skills in person, on telephone, and electronically.
- To be experienced in dealing with people in distress in a calm and confident manner, using de-escalation skills where appropriate
- To have proven skills and experience establishing effective working relationships with Managers and colleagues
Desirable
- Experience of working alongside multiple internal and external agencies.
ANALYTICAL SKILLS
Essential
- Problem solving, decision making and analytical skills
- Ability to compile reports
Desirable
- Ability to analyse data and compile information for reports
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.
