Administration Lead

Job overview

An exciting opportunity has arisen for a professional, organised and proactive individual to take on the role as the Administration Lead for the Children and Young People Primary Mental Health Service.

This pivotal role will require liaising closely with the team manager,  administrative team and clinicians to ensure that all administrative tasks/duties that underpin our services run seamlessly.

The post holder will be expected to work professionally to a very high standard, work autonomously, making decisions and offering advice and support to their team and be able to work to deadlines to meet targets.

If you are a strong team player, have previous experience of line management or leading/coordinating an administrative service, have the ability to motivate others and would like to make a real difference in delivering high quality care to the children and young people across the Fylde Coast this could be the role for you.

Main duties of the job

The post holder will be required to provide a comprehensive, consistent and efficient secretarial and administration service to the Children and Young People's Primary Mental Health Service. The service consists of a Mental Health Support Team, Primary Mental Health Workers and Children and Young People's Wellbeing Practitioners.

The role will involve acting as a personal assistant to the team manager.   You will be responsible for supporting the team, with management and administration duties.  An essential part of the role is the ability to manage and prioritise your own workload without direct supervision, including diary management, dealing with telephone calls and enquiries, preparing agendas, attending and typing minutes of meetings and random quality checking of work.

Other duties will include the use of Microsoft Office applications such as Word, preparing PowerPoint presentations, developing Excel spreadsheets, good keyboard skills, data processing, information technology, communication and organisational skills.

Aspects of clerical and secretarial work are undergoing changes and development across the Trust, which may include new ways of working, technology, methods, systems and procedures.  The post holder will be expected, following appropriate consultation and training, to embrace any such changes in working practices and to help other admin and clerical staff to develop their knowledge and skills in these areas.

Detailed job description and main responsibilities

For detailed description of the role, please see job description.  Some of the main duties and responsibilities include:

Administrative:

Collate, attend and minute the relevant meetings as required by the team manager and senior staff, and ensure booking of meeting rooms to ensure all is coordinated as appropriate.

Manage appointment changes as requested.

Under the direction of the team manager, organise appointments for ad hoc meetings and waiting list initiatives.

Monitor appointments on a regular basis to ensure efficiency, making sure that any spreadsheets and systems are kept updated.

Clinical:

Type occasional reports and other clinical/non-clinical correspondence, using word processing packages. This would include multi-agency reports, developmental reports, referral letters, appointment letters etc.

Compose, as required, urgent letters requiring tact, sympathy and understanding, on behalf of the CYP Primary Mental Health Service staff.

Following authorisation by the staff, ensure that discharge correspondence to schools, GPs, and other education and health colleagues are dispatched promptly and efficiently.

Following authorisation by a staff member, ensure correspondence to clients and/or families is dispatched promptly and efficiently

Leadership:

To assist with management duties in accordance with trust policies and procedures in relation to induction, mandatory training, recruitment and annual leave.

Establish and maintain administrative systems appropriate to the team including the use of shared drive filing systems

Establish and maintain administrative pathways and processes for appropriate to the team

Provide reports for the Service Lead and Team leader as requested including key performance indicator reports.