CAMHS Team Administrator

Job overview

The CAMHS Team Administrator will provide administrative support to the CAMHS local service. They will work within service level standards to deliver an efficient and effective service; dealing with telephone and personal enquiries from patients, carers and members of the public, GPs and other healthcare professionals and statutory and non-statutory organisations.

The CAMHS Team Administrator will provide non-clinical information and advice to patients and relatives within the boundaries of the role. Also, taking accurate messages, responding appropriately and passing information on in the appropriate manner; escalating issues to clinical staff appropriately.

Main duties of the job

• Provide complete administrative support to the multi-disciplinary staff including word processing, filing, e-mails, photocopying, entering data onto the computer and creation of spreadsheets
• Maintain a diary of appointments / information for teams manually / electronically
• Have sufficient knowledge of patients and professionals requirements to ensure the efficient running of the service
• Establish and maintain a well-organized and effective administrative service able to meet the needs of the service users and staff
• Monitor demand against capacity and escalate to clinical staff where issues arise against agreed protocols.
• Create and update patient electronic records and other relevant documentation.
• Schedule appointments as necessary, ensuring patients are notified of any changes to appointments.
• Record all system information accurately, updating call information, registering call backs from patients, and bringing all new information to the relevant line manager’s attention.
• Support the CAMHS team with general administrative duties, sending appointments, data quality and capture using appropriate systems, audio typing, filing, taking messages, dealing with queries over the telephone and face to face, photocopying.
• Provide cover as and when necessary.
• Any other administrative duties to support the team as and when required by team manager.

Detailed job description and main responsibilities

Central and North West London NHS Trust is committed to providing safe, effective services and providing patients and families with a positive experience. As such, the post holder will have the skills to be able to:

• To act as a first point of contact for service users, recording on relevant Trust clinical systems the patient details, reason for call and next appropriate action
• To work positively with colleagues to maintain effective relationships.
• To effectively manage callers expectations whilst providing correct and accurate information at all times.
• To use a variety of verbal and non-verbal communication skills to ensure that the caller understands the relevant information given. This includes callers of a non-English speaking background (who may require an interpreter), those with a hearing impairment, with altered emotional states, with cognitive learning and / or a behavioural disability or communication deficits.

• To record all data accurately in the patients’ electronic records.
• To have a full working knowledge of the IT systems and applications used.
• To provide the first point of contact for all communications, to sort, distribute and prioritise incoming mail, emails and telephone calls using judgement and experience to decide which documents are to be passed to the clinicians or social services for action and information.
• To ensure that patients’ notes are treated confidentially and are correctly maintained following Caldicott guidelines and that documentation contained therein is correct, of a high quality of standard and is maintained at all times.
• To undertake relevant administration duties associated with referrals and bookings management as required and when necessary.
• To liaise with relevant service regarding bookings and referrals within appropriate timescales.