Children and Young Peoples Mental Health Senior Administrator

Job description

Job responsibilities

1. Gloucestershire Integrated Care Board Vision & Values

1.1 Our Vision is to improve health and wellbeing through joined up care and communities.

1.2 Our Values:

Caring Meeting your needs with compassion and respect

Integrity Acting with professionalism, fairness, honesty and openness

QualityWorking positively with you for the best quality of life and safe, effective care

Collaborative Supporting healthy, active communities and joined up care through strong partnerships

Innovative Being forward thinking and creative to transform care and to make best use of limited resources

2. Background to the role

2.1 In the last three years, the likelihood of a child or young person having a mental health problem has increased by 50%. Now, 5 children in a classroom of 30 are likely to have a mental health problem.

2.2 The Children and Young Peoples Mental Health team are working together with system partners to reduce inequalities (this means reducing the differences in health, care and life chances based on where people live or social circumstances) and are working to improve outcomes for our most vulnerable children with emotional and mental health difficulties within Gloucestershire.

2.3 This post provides an exciting opportunity to form a key part of the Children and Young Peoples Mental Health team, providing administrative support to a wide range of exciting cross-organisational work and projects to help improve early access and increase local mental health support.

2.4 The post holder will need to have established administrative skills and have experience of providing support to multiple team members, managing competing priorities. The post holder should be confident in working with a wide range of senior stakeholders across our system and be able to maintain a high level of confidentiality and trust.

3. Job Purpose

3.1 The Children and Young Peoples Mental Health team has a growing range of programmes and projects. This role will provide high quality administration support to project team members, contributing to the success and achievement of goals within our work portfolio.

3.3 The post holder will support with the planning, coordinating and controlling elements of projects as well as providing overall team support. Key skills that are required of the post-holder are effective organisation, problem-solving and communication skills for the smooth-running of the team.

3.4 The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager as well as being given the opportunity to develop skills further in an area of interest.

3.5 The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.

4. Main Duties and Responsibilities

4.2 Working as part of the Children and Young Peoples Mental Health support team, providing project support in the development of internal processes, procedures and documentation and external communication materials. This will need to be continually reviewed in line with service developments.

4.3 Act as a first point of contact, sorting and prioritising all incoming e-mails or queries regarding the teams digital resource On Your Mind Glos - and redirecting or distributing to the most appropriate team member autonomously, ensuring that urgent communication is acted upon in a timely manner.

4.4 Organise and take responsibility for setting project team meeting dates and events as necessary, collating supporting information material. Additional administrative duties such as agenda setting and minute taking will also be required.

4.5 To be responsible for developing a data base of all services listed on the site and ensure consent alongside quality guidelines are kept up to date and adhered to. This will need to be continually reviewed in line with service developments.

4.6 Working with the project team in the collection of information for performance reporting.

4.7 Supplying the relevant information required for financial management, supporting the team with invoices checking and sending invoices for payment.

4.8 Collating reports which may include reports to the Board and senior management as required.

4.9 Developing and maintaining effective electronic filing systems internally and in a shared area, to ensure that information is kept securely and is accessible to other members of the team.

4.10 Participation and supporting user research and engagement activities as directed to inform future improvements of the digital resource, based on needs.

Team Structure

Person Specification

Qualifications

Essential

• A Levels or equivalent level of education (NVQ in Administration level 4 desirable)
• Significant experience of providing high quality project administrative support
• Experience of using a content management systems or web management tool
• Ability to arrange meetings and co-ordinate supporting papers
• Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
• Competent in Excel and PowerPoint to use and present data in a presentation format
• Experience of using online collaboration portals/systems
• Understanding of Confidentiality and Data Protection Act.
• Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
• Ability to work in high pressure environments showing prioritisation and co-ordination of a varied workload under pressure and to deadlines
• Effective team working
• Minute taking
• Excellent IT skills
• Attention to detail
• Ability to adapt to change
• Understanding of and commitment to equality of opportunity and good working relationships
• Ability to work without supervision
• Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
• An ability to maintain confidentiality and trust
• Professional, calm and efficient manner
• Willingness to learn new skills with a commitment to continuing professional development
• Positive and flexible approach to work

Desirable

• Experience of working with communications team/agencies to support with the production of marketing materials
• Experience of using a content management systems or web management tool
• Project management qualification

Employer details

Employer name

NHS Gloucestershire Integrated Care Board

Address

Shire Hall

Gloucester

GL1 2TG

Employer's website

https://www.nhsglos.nhs.uk/ (Opens in a new tab)