Admin Support

Job overview

• Are you a compassionate team player with a passion for supporting clinical teams and delivering exceptional service? We are looking for a highly organised Admin Support/Team Secretary to join our Children & Young People's Mental Health Team (previously known as CAMHS) to provide vital administrative support to our clinical teams. We are looking to recruit to two posts, both based in Coventry with occasional cross-cover to support staff in other locations (inc. Stratford, Rugby and Leamington). The ability to travel independently between the sites is a requirement of the role & travel between sites during the working day will be reimbursed via e-expenses. We are a team committed to excellence, respect, and integrity. As a key member of a wider administrative team working collaboratively, you will help ensure smooth day-to-day working, offering support to both clinical and administrative colleagues, and upholding confidentiality in the consistent delivery of high-quality patient care.

Main duties of the job

Work effectively as a team member

Supervise the day-to-day workload of the Band 2 Admin Support/Reception Staff

Provide an administrative service across all services in the building, including: word-processing, drafting and producing, for example, meeting notes, reports, letters and business documents from either audio or copy sources

Undertake general office duties as required, including filing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail

Operate and maintain a robust, accurate and secure filing system that is easily accessible by all staff

Maintain spreadsheets and databases, including the production of regular information reports

Be responsible for organising team meetings/events as required, including room bookings, taking accurate notes, transcription and circulation as appropriate.

Procurement - order stationery, clinical supplies and equipment stock

Use own initiative to meet tight deadlines

Provide flexible administrative and clerical cover as required, including reception. This might also occasionally involve working at another base during cross cover arrangements.

Detailed job description and main responsibilities

The successful candidate must be able to build effective working relationships, with a professional, confident and mature attitude. We are seeking a team player, who is resilient, approachable and accessible, with a 'can do' flexible approach to work and positive approach to change to support service developments.

The successful candidate will be required to have good standard of English in order to format letters/documents, be experienced in minute/note taking with accurate data inputting skills. You will be expected to manage and prioritise your own workload.

Applicants will need to be computer literate with an excellent working knowledge of Microsoft packages.

This is an excellent career development opportunity for a self-motivated and enthusiastic individual who wishes to pursue an administrative career in the NHS.

• Work effectively as a team member
• Supervise the day to day workload of the Band 2 Admin Support/Reception staff
• Provide an administrative service across all services in the building including: word-processing, drafting and producing for example meeting notes, reports, letters and business documents from either audio or copy sources
• Undertake general office duties as required including filing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail
• Operate and maintain a robust, accurate and secure filing system that is easily accessible by all staff
• Maintain spread sheets and databases including the production of regular information reports
• Be responsible for organising team meetings/events as required, including room bookings, taking accurate notes, transcription and circulation as appropriate.
• Procurement - order stationery, clinical supplies and equipment stock
• Use own initiative to meet tight deadlines
• Provide flexible administrative and clerical cover as required, including reception. This might also occasionally involve working at another base during cross-cover arrangements.