Team Administrator - CAMHS Parent Support Team

Job overview

This role is offered on a permanent basis. The hours are part time, 24.5 hours a week.

The Administrator will work as part of the CAMHS Parent Support Team supporting the effective administration of the referrals through the service from point referral to the point of delivery of various parent support groups. This will help to provide an efficient, comprehensive clerical and administration service.

Job description

To manage referral into the Parent Support Team and the administration of delivery parent support groups.

To understand the referral process of administration to deliver a range of groups.

To be able to take appropriate actions where processes are incomplete to ensure that groups are run efficiently

To adopt a constantly flexible team working approach to ensure that all individual and team objectives are completed efficiently and within given timescales

To be able to plan and have responsibility for own work by developing an understanding the flow of work/priorities through the service

To answer telephone calls from parents and professionals maintaining an efficient, professional and friendly service. To deal with queries and communicate any issues to supervisor

To work flexibly to support the administrative work of service when required.

To support with the management of waiting lists and group delivery, where appropriate to using a range of Microsoft tools including excel spreadsheets

Job responsibilities

Meet young people, relatives, and visitors, where appropriate in a friendly and professional manner, assisting them with enquiries and directing or escorting them to their destination as required

To provide efficient and effective administrative support to the team.

Provide general administrative support including answering telephone calls, setting up meetings, diary management, filing, scanning, data input, reception duties and photocopying as required.

Accurate message-taking and timely distribution, process and distribute incoming mail and electronic room booking system

Maintain building/staff information in support of the Site-Responsible Officer

To develop a thorough understanding of the service and processes used including referral and delivery pathways and links with other childrens services.

Support with identification and escalation of issues which compromise delivery of the agreed pathways and timeframes i.e. capacity issues.

Efficiently use clinical systems e.g. Rio and other databases/systems to record and track the patients treatment pathway including, clinic appointments and outcomes.

Ensure effective validation of data by monitoring and updating. Confident to escalate issues, such as errors with reports where needed

To ensure that all written communication is professionally presented, accurate, well-constructed and formatted in line with Trust guidelines.

Acknowledge and respond to queries via telephone, email and in person providing a high standard of customer care, ensuring that enquiries are responded to professionally and relayed accurately and in a timely manner to relevant persons.

Continue to build a rapport and develop key relationships with both internal and external stakeholders. To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, to propose changes to working practices to maximise efficient/effectiveness of role.

To adopt a flexible and supportive role within the administration team by assisting with workload in the absence of colleagues to maintain a robust and quality service.

To act in ways that support equality and value diversity. Treat everyone with whom you come into contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity

Undertake other tasks and support functions as requested by Lead Administrator

Project the Trust values by demonstrating excellent customer care and professionalism in all activities

Work within guidance of the Trusts policies and procedures.

This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas

To support compliance with UK immigration requirements, all applicants who require a visa to work in the UK must disclose their visa history in full. This includes current and previous sponsors, dates of sponsorship, visa category, and any changes of employment. If you are on a Graduate or Dependant Visa, please disclose the expiry date on your application. Incomplete information may mean we are unable to consider your application

About the organisation

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

• 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
• 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
• 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

Person specification

Experience

Essential

• Experience as an office Administrator
• Fluent in Microsoft office, word, excel
• Good communication via telephone with families
• Experience working as part of a team

Qualifications

Essential

• GCSEs or equivalent Grade C and above or equivalent in literacy and numeracy

Desirable

• RSA Typing Level 2
• NVQ L2 in administration

Supporting documents

• Parenting Team Admin PS.pdf (PDF, 161 KB)
• Parent Support Team Admin JD.pdf (PDF, 489 KB)