CYPMHS DBT Administrator

Job overview

Please be aware that this role is NOT eligible for Sponsorship

If you already work for HPFT on a health and care visa, you will NOT be able to transfer your visa to this role as this role is NOT eligible for Sponsorship

An opportunity has arisen for a well-organised and enthusiastic individual to join the recently established Dialectical Behaviour Therapy (DBT) team, in HPFT CYPMHS.

This is a role in a busy and established clinical team and therefore the post holder will require a considerable degree of initiative, possess mature judgement and maintain a friendly and efficient manner when dealing with service users, their relatives, colleagues and visitors.

A good level of competency in using Microsoft Office is required along with the ability to work under pressure, whilst keeping a calm and professional approach. To be successful you will need to demonstrate excellent communication skills, both written and verbal, as well as the ability to work effectively as part of a team. The role is varied and at this early stage of the team’s development there is opportunity to shape the role to meet the team’s requirements.

The DBT Team offer a specialist evidence-based therapeutic approach for young people at high risk, to prevent crises and ensure that young people are in the least restrictive service for their need.

Main duties of the job

To work as part of the CYPMHS DBT Team and as part of the CYPMHS reception team, and to be responsible for the outpatient appointments, liaising with clinicians, service users and professional staff on an ongoing basis. Duties include responsibility for registering patient details and continuous updating of patient records, minute taking for team meetings, booking all new and follow up clinic appointments as needed, and generating all related correspondence, including appointments, transport booking, and reports. To maintain a small switchboard and transfer calls throughout the team. Receive visitors, deal with incoming and outgoing mail, logging faults with Estates and ensuring that the office area is kept tidy.

Detailed job description and main responsibilities

Job Summary:

To provide comprehensive, professional, and effective secretarial and administrative support to the Child and Adolescent Psychiatrist and the wider CYPMHS DBT Team. The post holder must display a considerable degree of initiative, possess mature judgement, and maintain a calm, friendly and efficient manner when dealing with staff, service users, colleagues, and visitors.

You will be responsible for audio typing, booking appointments, answering the telephone, taking messages, passing relevant queries to the staff team, organising rooms bookings, sending out agendas, taking meeting minutes, and other general administrative duties.

The post holder will be highly proficient in using information and communication systems and technology, with a willingness and aptitude to develop this expertise.

Key Relationships:

• To work closely with the Consultant Psychiatrist and the wider team:
• To build positive working relationships with external agencies, schools and social services.
• To work closely with the other administrative staff in the building.
• To use a range of information technology and communication skills to develop effective relationships with managers, teams and colleagues; facilitating effective and timely communication

Duties and Responsibilities:

Responsible for ensuring all communication is accurately and appropriately undertaken using methods and terminology appropriate to the needs of the service and teams.

• To be highly skilled and experienced in the full range of organisational and administrative work practices, patient record sources, software programmes, and specialised functional terms.
• To source and maintain a good working knowledge of medical terminology.
• To be proficient in using Microsoft programmes to support diary management.
• To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.

Financial Responsibility

• To co-ordinate with the appropriate staff for order non-stock requisitions, researching equipment/products if necessary
• To co-ordinate stationary requests for the team, ensuring that appropriate stock levels are audited and maintained
• To co-ordinate requests for maintaining equipment and facilities, reporting faults with the appropriate department

Service Development and Improvement

• To take the lead in deciding and implementing relevant changes to own work area
• To propose changes to working practices for own work area and negotiate with others where other work areas are affected.

Communications

• To exchange confidential, sensitive information with staff, and where required, service users and carers, in person or on the telephone.
• To deal with patients and carers who are emotionally distressed in a sensitive and professional manner
• To utilise excellent communication skills, such as listening, re-assuring, and understanding, when dealing with issues, concerns and complaints.
• To be experienced with a range of communication methods including written, oral, telephone, and use of software.
• To use effective communication in dealing with staff, external organisations, and service users where there may be barriers to effective communication

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.